26-014 Cultural Center Renovation

City of Commerce
P.O. Box 348
27 Sycamore Street
Commerce, GA 30529
Phone: (706) 335-1893
Email: bids@commercega.gov
SUBJECT: Request for Proposal for Cultural Center Renovations
The City of Commerce is seeking qualified, licensed, and insured contractors to provide comprehensive
interior and exterior renovations to the historic Cultural Center auditorium. The selected contractor will
be responsible for all labor, materials, equipment, supervision, permitting, and coordination necessary to
complete the project as described below.
Attached hereto are the general conditions, technical specifications, and submittal format:
The written requirements contained in this Request for Proposal (RFP) shall not be changed or
superseded except by written addendum from The City of Commerce. Failure to comply with the
written requirements for this RFP may result in disqualification of the submittal by The City of
Commerce.
Submittals are to be sealed, marked with the vendor's name and address and labeled: "RFP
26-014" and delivered to:
City of Commerce
P.O. Box 348
110 State Street
Commerce, GA 30529
Attn: Finance Director
Due no later than May 28, 2026, by 3:00 pm local time prevailing. Any proposals received after
this time will not be accepted. The City of Commerce reserves the right to reject any and all
submittals, to waive any technicalities or irregularities and to award contracts based on the highest
and best interest of the city.
Inquiries regarding this Request for Proposal (RFP) are encouraged to contact the Finance Director
at ccase@commercega.gov.
The City of Commerce does not discriminate on the basis of disability in the admission or access to its
programs or activities. Any requests for reasonable accommodations required to fully participate in any
open meeting, program or activity should be directed to City Hall at 706-335-3164.
The written proposal documents supersede any verbal or written prior communications between
the parties. All companies submitting a proposal will be notified in writing of award.
We look forward to your bid and appreciate your interest in the City of Commerce.
1 RFP 26-014

City of Commerce
REQUEST FOR PROPOSAL
FOR
Cultural Center Renovations
SUBMISSIONS ARE DUE AT THE ADDRESS SHOWN BELOW NO LATER THAN
May 28, 2026, by 3:00 pm local time prevailing
City of Commerce
P.O. Box 348
110 State Street
Commerce, GA 30529
RFP # 26-014
THE RESPONSIBILITY FOR SUBMITTING A RESPONSE TO THIS RFP ON OR BEFORE
THE STATED DATE AND TIME WILL BE SOLELY AND STRICTLY THE
RESPONSIBILITY OF THE OFFEROR.
2 RFP 26-014

CITY OF COMMERCE, GEORGIA
REQUEST FOR QUALIFICATION
FOR
Cultural Center Renovations
SECTION I - REQUEST FOR PROPOSAL OVERVIEW
1.0 PURPOSE
The City of Commerce is accepting sealed proposals from qualified vendors for Cultural Center
Renovations.
1.1 INFORMATION TO VENDORS
RFP TIMETABLE
The anticipated schedule for the RFP is as follows:
RFP Available April 14, 2026
OPTIONAL Prebid meeting April 27, 2026, at 08:30 am
232 Cherry Street Commerce, Georgia 30529
Deadline for questions May 15, 2026, 2:00 pm, local time prevailing
Submittal deadline May 28, 2026, 3:00 pm, local time prevailing
1.2 RFP SUBMISSION:
One (1) original, one (1) copy, and one (1) fully executable electronic copy (PDF) of the complete
signed submittal must be received by submittal deadline (see 1.1). Proposals must be submitted
in a sealed envelope stating on the outside, the vendor's name, address, the RFP Number and title
to:
City of Commerce
P.O. Box 348
27 Sycamore Street
Commerce, GA 30529
Attention: Finance Director
Hand delivered copies may be delivered to the above address ONLY between the hours of 8:30
a.m. and 3:30 p.m. ET, Monday through Friday, excluding holidays observed by the City of
Commerce.
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Vendors are responsible for informing any commercial delivery service, if used, of all delivery
requirements and for ensuring that the required address information appears on the outer wrapper
or envelope used by such service. The Submittal must be signed by a company officer who is
legally authorized to enter into a contractual relationship in the name of the vendor.
1.3 CONTACT PERSON & INQUIRES:
Vendors are encouraged to contact the Finance Director by email at ccase@commercega.gov to
clarify any part of the SCOPE or purpose of this RFP, or for questions pertaining to submittal
requirements. All questions that arise must be submitted prior to four (4) business days before the
submittal due date (see 1.1) and shall be directed to the contact person in writing via email. Any
unauthorized contact shall not be used as a basis for responding to this RFP and also may result in
the disqualification of the vendor's submittal. Vendors may not contact any elected official or other
City of Commerce employee to discuss the proposal process or proposal opportunities. Contact of
this nature will result in immediate disqualification of the vendor.
1.4 ADDITIONAL INFORMATION/ADDENDA
The City of Commerce will issue responses to inquiries and any other corrections or amendments
it deems necessary in written addenda issued prior to the due date. Vendors should not rely on any
representations, statements or explanations other than those made in this RFP or in any addendum
to this RFP. Where there appears to be a conflict between the RFP and any addenda issued, the
last addendum issued will prevail.
Addenda will be published at www.commercega.gov under the "Doing Business Here" tab.
Vendors are encouraged to check this site regularly for immediate access to issued addenda. RFP
information can also be requested as stated above (1.3).
Vendors must acknowledge any issued addenda by including the Addenda Acknowledgement
Form with the submittal. Proposals which fail to acknowledge the vendor's receipt of any
addendum will result in the rejection of the offer if the addendum contains information which
substantively changes the Owner's requirements
1.5 LATE SUBMITTAL, LATE MODIFICATIONS AND LATE WITHDRAWALS
Submittals received after the due date and time will not be considered. Modifications received
after the due date will not be considered. The City of Commerce assumes no responsibility for the
premature opening of a proposal not properly addressed and identified, and/or delivered to the
proper designation.
1.6 REJECTION OF PROPOSALS
The City of Commerce may reject any and all submittals and reserves the right to waive any
irregularities or informalities in any submittal or in the submittal procedure. Submittals received
after said time or at any place other than the time and place will not be considered.
1.7 MIMINUM RFP ACCEPTANCE PERIOD
Valid submittals shall not be withdrawn for a period of 60 days from the date specified for receipt
of submittals.
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1.8 NON-COLLUSION AFFIDAVIT
By submitting a response to this RFP, the vendor represents and warrants that such proposal is
genuine and not a sham or collusive or made in the interest or in 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 submitting and that
the vendor has not in any manner sought by collusion to secure to that vendor any advantage over
any other vendor. By submitting a proposal, the vendor represents and warrants that no official or
employee of the City of Commerce 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 there
from.
1.9 COST INCURRED BY VENDORS
All expenses involved with the preparation and submission of the RFP to the City of Commerce,
or any work performed in connection therewith is the responsibility of the vendor(s).
1.10 RFP OPENING
RFP submittal prices will be opened and reviewed by a selected committee. A list of names of
firms responding to the RFP may be obtained from the Finance Director, after the RFP due date
and time stated herein. There will not be a public opening, and a Tally Sheet will be available on
the City's website or upon request following the deadline.
1.11 TAXES
Selected vendor will be provided with The City of Commerce Sales and Use Tax Certificate of
Exemption number upon request.
1.12 VENDOR INFORMATION
All submissions shall include a completed vendor master form and current W-9. Vendors whose
place of business is other than the State of Georgia may be required to provide the Purchasing
Agent with copies of your state's regulations and/or laws concerning the application of certain
vendor preference requirements to vendors whose place of business is in the applicable state.
Failure to provide this information will result in the disqualification of the vendor from submitting
a proposal.
1.13 INSURANCE
Selected vendor will be required to provide proof of liability and workman's compensation
insurance before work can begin on this City's project. Workman's Compensation Insurance
should be as required by the State of Georgia. General Liability should cover $1,000,000 per
incident. The vendor, if awarded a contract, shall maintain insurance coverage reflecting the
minimum amounts and conditions specified by the City. In the event the vendor is a government
entity or a self-insured organization, different insurance requirements may apply.
The vendor shall procure and maintain for the life of the Contract/Agreement Worker's
Compensation Insurance covering all employees with limits meeting all applicable state and
federal laws. This coverage shall include Employer's Liability with limits meeting all applicable
state and federal laws. This coverage shall extend to any subcontractor that does not have their
own Worker's Compensation and Employer's Liability Insurance. A thirty (30) day notice of
cancellation is required and must be provided to the City of Commerce via Certified Mail.
5 RFP 26-014

1.14 TERMINATION
Federal, State, and other Local government agencies may terminate this agreement in the event
funds are not appropriated for it in future periods; provided, however, that funds are also not
appropriated for equipment or services that replace those contracted for under this agreement.
Customer shall be obligated for any future annual period if Company is not notified in writing at
least thirty (30) days prior to the beginning of the annual period for which non-appropriation is
being claimed.
1.15 ANTI-DISCRIMINATION
By submitting a response to this RFP, all perspective contractors certify to The City of Commerce they
will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, in every contract of
over $10,000 the provisions in 1.15.1 and 1.15.2 below apply:
1.15.1 During the performance of this contract, the contractor agrees as follows:
1.15.1.1 The contractor will not discriminate against any employee or applicant for
employment because of race, religion, color, sex or national origin, except
where religion, sex or national origin is a bona fide occupational qualification
reasonably necessary to the normal operation of the contractor. The
contractor agrees to post in conspicuous places, available to employees and
applicants for employment, notices setting forth the provisions of this
nondiscrimination clause.
1.15.1.2. The contractor, in all solicitations or advertisements for employees placed by
or on behalf of the contractor, will state that such contractor is an equal
opportunity employer.
1.15.1.3. Notices, advertisements and solicitations placed in accordance with federal
law, rule or regulation shall be deemed sufficient for the purpose of meeting
the requirements of this section.
1.15.1.2 The contractor will include the provisions of 1.15.1 above in every
subcontract or purchase order of over $10,000 so that the provisions will be
binding upon each subcontractor or vendor.
1.16 ILLEGAL IMMIGRATION REFORM AND ENFORCEMENT ACT OF 2011
Vendors submitting a response to this RFP must complete the Contractor Affidavit under O.C.G.A.
13-10-91(b) (1) which is provided with the RFP package to verify compliance with the Illegal
Immigration Reform and Enforcement Act of 2011.
1.16.1 The form must be signed by an authorized officer of the contractor or their
authorized agent.
1.16.2 The form must be notarized.
1.16.3 The contractor will be required to have all subcontractors and sub-subcontractors
who are engaged to complete physical performance of services under the final
contract executed between the City of Commerce and the contractor complete the
appropriate subcontractor and sub-subcontractor affidavits and return them to the
City of Commerce a minimum of five (5) days prior to any work being
accomplished by said subcontractor or sub-subcontractor. Format for this affidavit
can be provided to the contractor if necessary.
6 RFP 26-014

1.17 SUBMISSION REQUIREMENTS
To facilitate evaluation of Proposals please submit the following:
1.17.1 One (1) fully executable electronic copy of the response (in Word or .pdf format) and
any Technical Requirements (in Excel format).
1.17.2 Two (2) paper versions of the bid. The original shall be clearly marked "original".
1.17.3 The proposals shall be prepared with a straightforward, concise delineation of the
vendor's capabilities to satisfy the requirements of this RFP.
1.18 ACCEPTANCE
Submission of any proposal indicates acceptance of the conditions contained in the RFP unless
clearly and specifically noted otherwise in the Bid.
1.19 CITY GOVERNMENT
The City of Commerce operates under a council-manager form of government. This system of
local government utilizes the strong political leadership of elected officials in the form of the City
Council. The City Manager is hired to serve the council and the community and to bring the local
government the benefits of training and experience in administering local projects and programs
on behalf of the governing body. It is anticipated that the vendor may be required to make one or
more appearances at City Council meetings to answer questions and present results. The
documentation provided in this request for proposal is intended to provide a common methodology
of development and basic technical skills for proposal purposes.
1.20 BONDING
1.20.1 A performance bond in the amount equal to 100% of the contract amount will be
required upon contract.
1.20.2 Each bid must be accompanied with a bid bond in an amount equal to 5% of the
base bid, payable to the City of Commerce and issued by a Corporate Surety
authorized to do business in the State of Georgia, in order to guarantee that the
bidder will enter into a contract to construct the project strictly within the terms and
conditions stated in this bid and in the bidding and Contract Documents, should the
construction contract be awarded to him.
1.21 FUNDING
Because this project may be funded as a whole or in part with State and Local Fiscal Recovery
Funds (SLFRF), all applicable provisions of Appendix II to 2 CFR Part 200 are incorporated into
this Agreement. The Contractor agrees to comply with all mandatory federal requirements,
including procurement, labor standards (as applicable), termination, environmental compliance,
and anti-lobbying provisions.
SECTION II - GENERAL CONDITIONS
2.0 PURPOSE
The City of Commerce is issuing this Request for Proposal (RFP) for qualified professionals from
respondents capable of completing and providing professional contractual services for the
Commerce Cultural Center Renovations.
7 RFP 26-014

2.1 CONTRACT PERIOD
Any contract resulting from this RFP shall not exceed a period of 120 days from the time the notice
to proceed is provided until completion of the project unless agreed to in writing by both parties.
The sample contract provided with this RFP will be used to engage the vendor selected as a result
of this RFP process. To that end it requests proposals from qualified firms that meet the
specifications listed herein.
2.2 CONTRACT COST DETAILS
Project cost shall be submitted for the totality of the project as a lump amount. An itemized
breakdown of all associated costs, labor, and material totals for the project may also be submitted
to justify said cost if deemed fit for a more competitive bid.
2.3 CERTIFICATIONS REQUIRED
The successful contractor shall provide details of operator qualifications for all employees that will
be part of the installation or construction. The operator qualifications reports are required before
any construction can begin. A copy of the successful contractor's drug and alcohol testing plan is
also required along with the latest PHMSA Drug and Alcohol Testing Data. While under contract
with the City of Commerce this PHMSA Drug and Alcohol Testing Data shall be submitted to the
City quarterly throughout the life of the contract.
2.4 ADMINISTRATION
The project will be administered by the City of Commerce through the Finance Director, being the
main point of contact for all questions during the proposal period. The DDA Director will be the
main point of contact once the project is initiated.
2.5 PROCEDURES & MISC. ITEMS
2.5.1 All questions shall be submitted in writing (e-mail is preferred) and will be
communicated to all firms responding to this RFP.
2.5.2 All materials submitted in connection with this RFP will be public documents and
subject to the Open Records Act and all other laws of the State of Georgia, the United
States of America and the open records policies of the City of Commerce. All such
materials shall remain the property of the City of Commerce and will not be returned to the
respondent.
2.5.3 All respondents to this RFP shall hold harmless the City of Commerce, and any of
their officers and employees from all suits and claims alleged to be a result of this RFP.
The issuance of this RFP constitutes only an invitation to present a proposal. The City of
Commerce reserves the right to determine, at its sole discretion, whether any aspect of a
respondent's submittal meets the criteria in this RFP. The City of Commerce also reserves
the right to seek clarifications, to negotiate with any vendor submitting a response, to reject
any or all responses with or without cause, and to modify the procurement process and
schedule. In the event that this RFP is withdrawn or the project canceled for any reason,
the City of Commerce shall have no liability to any respondent for any costs or expenses
incurred in connection with this RFP or otherwise.
2.5.4 Failure to submit all the mandatory forms from this RFP package shall be just cause
for the rejection of the qualification package. However, the City of Commerce reserves
the right to decide, on a case-by-case basis, in its sole discretion, whether or not to reject
such a proposal as non-responsive.
8 RFP 26-014

2.5.5 Any payment terms requiring payment in less than 30 days will be regarded as
requiring payment 30 days after invoice or delivery, whichever occurs last. This shall not
affect offers of discounts for payment of less than 30 days, however. Payment will be
processed after completion of all construction and the successful testing of all installed
products.
2.5.6 In case of failure to deliver goods in accordance with the contact terms and conditions,
The City of Commerce, after due oral or written notice, may procure substitute goods or
services from other sources and hold the contractor responsible for any resulting additional
purchasing and administrative costs. This remedy shall be in addition to any other remedies
which the City of Commerce may have.
2.5.7 By submitting a qualification package, the vendor is certifying that they are not
currently debarred from bidding on contracts by any agency of the State of Georgia, nor
are they an agent of any person or entity that is currently debarred from submitting
proposals on contacts by any agency of the State of Georgia.
2.5.8 Any contract resulting from this RFP shall be governed in all respects 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. The contractor shall comply with applicable federal, state, and local
laws and regulations.
2.5.9 It is understood and agreed between the parties herein that the City of Commerce
shall be bound hereunder only to the extent of the funds available or which may hereafter
become available for the purpose of this agreement.
3.0 PROJECT SCOPE
3.1 EXTERIOR RENOVATIONS
3.1.1 Wood Door Restoration - Refinish and restore the original exterior wood doors while
maintaining historic character.
3.1.2 Window Replacement - Replace two large exterior windows, including milling and
installation of tinted plexiglass.
3.1.3 Historic Preservation Requirements - All exterior work must preserve as much of the
building's historic feel as possible.
3.2 INTERIOR RENOVATIONS
3.2.1 Auditorium
(a) Install new auditorium seating
(b) Install new flooring throughout auditorium, restrooms, dressing rooms, lobbies, and
halls
(c) Refinish existing wood flooring and stairs
(d) Install new lighting, including sconce-style fixtures resembling historic hanging lights
(e) Construct new entrance opening from lobby to auditorium
(f) Construct or renovate upstairs sound booth
3.2.2 Lobby, Halls & Circulation Areas
(a) New flooring
(b) New lighting fixtures
(c) New paint throughout
3.2.3 Restrooms
Full renovation including:
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(a) New fixtures
(b) New flooring
(c) New lighting
(d) New exhaust systems
(e) New paint
3.2.4 Dressing Rooms
(a) New flooring
(b) New paint
(c) Removal of old sink vanities
3.2.5 Stage Area
(a) Install ADA-compliant ramp for stage access
(b) Remove part of the side stage to improve functionality
3.2.6 Back-of-House / Support Areas
(a) Mop room: new flooring, paint, and installation of a large utility sink
3.3 MECHANICAL, ELECTRICAL, AND PLUMBING
3.3.1 System Upgrades
(a) Update plumbing and electrical systems as required to support new fixtures, lighting,
AV, and code compliance.
3.3.2 AV Infrastructure
(a) Provide conduit, wiring, and infrastructure to support modern audio/visual systems.
3.4 CONTRACTOR QUALIFICATIONS
(a) Contractor must be licensed and insured
(b) Experience with historic buildings or performing arts facilities is preferred
(c) Subcontractors are allowed but must meet all requirements
3.5 SITE INSPECTIONS
The Bidder is advised to examine the location of the work and to inform himself fully as to its
conditions, the conformation of the ground, the character, quality and quantity of the products needed
preliminary to and during the execution of the work; the general and local conditions and all other
matters which can in any way affect the work to be done under the Contract.
3.6 PROJECT COST
The cost shall include all material costs, travel, shipping, additional materials, etc.
3.7 PROJECT SCHEDULE
(a) Commerce City Council awards the Proposal
(b) Contract will be signed
(c) Notice to proceed will be issued to vendor by the Finance Director
(d) Vendor to provide a project schedule with start dates
10 RFP 26-014