REQUEST FOR PROPOSAL
Renovation of 8578 Club Drive
RFP # 2020-003
8578 Club Drive
ISSUE DATE: August 3, 2020
DUE DATE: September 4, 2020
1. GENERAL PROJECT INFORMATION AND BACKGROUND: The City of Douglasville (the “City”) is
seeking proposals to design and construct the renovation of two buildings at 8578 Club Drive.
The City has hired Comprehensive Program Services, (“CPS”) as owner’s representative to
facilitate the renovation.
2. CONTRACT DURATION: The successful proposer shall complete the project in not more than 6
months from date of notice to proceed by the City. Liquidated damages shall be assessed at
the rate of $300.00 per day for failure to complete the project on time.
3. SCOPE OF SERVICES: The project includes but is not limited to the following:
1. Prepare drawings for the renovation of the pre-engineered metal building.
a. Construction details required to re-skin, re-roof, and bring the Pre-Engineered
Garage up to current building code. See Exhibit A for Scope Details.
2. Existing Maintenance Office Details Required
a. Demolition and infill of the existing chimney to below roof level
3. Submit drawings for permit review and approval from the City.
1. Obtain all permits required for the work.
2. Supply or retain the services of design professionals required to produce any drawings
required to satisfy permit requirements, including but not limited to the metal building
3. Maintain on-site staff for construction management.
4. Develop and maintain a detailed schedule (CPM) including delivery, approvals,
inspection, testing, construction, and occupancy.
5. Conduct and record job meetings.
6. Maintain a system for review and approval of shop drawings.
7. Maintain records and submit bi-weekly reports and formal monthly reports to CPS and
8. Maintain quality control and ensure conformity to plans.
9. Provide cost control through progress payment review and verifications according to the
approved schedule and contract amounts.
10. Develop as-built drawings and deliver to CPS for inclusion into a to record set be
submitted to the City for maintenance and operations use.
11. Coordinate post-completion activities, including the assembly of guarantees, manuals,
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close-out documents, training, and the City’s final acceptance.
1. Coordinate and monitor the resolution of remaining “punch-list” items.
2. Coordinate, monitor and resolve all warranty issues to the satisfaction of the City during
the one-year general warranty period and as extended.
All local, county, state, and federal codes and regulations must be followed, with particular
emphasis on Building Codes, Life Safety Codes, and the Americans with Disabilities Act.
When a contract is executed between the City and the successful proposer (“Contractor”), the
Contractor shall name a project team, and the Contractor may not change or substitute team
members, including any consultant, without a written contract amendment.
4. PROCUREMENT PROCESS AND INFORMATION
a. Request for Proposal Documents
All RFP documents are available in electronic format at the City’s website at
b. Availability of Request for Proposal
This RFP is available free of charge.
c. Request for Information
All requests for information and clarifications regarding this project shall refer to the above
invitation name of “Renovation of 8578 Club Drive” and be submitted via e-mail to
firstname.lastname@example.org no later than August 21, 2020 at 4:00 PM. Questions and
answers will be issued in the form of an addendum to all interested and will be available on
the city’s website (under RFPs/RFQs), www.douglasvillega.gov. It is the proposer’s
responsibility to check the website for any addenda issued for this RFP.
d. Pre-proposal Meeting, Site Visit and Existing Documents Review
A mandatory pre-proposal Conference will be held August 14, 2020 at 1:00 PM, at 8578
Club Drive, Douglasville, GA 30134. All firms intending to respond to this Request for
Proposal must attend.
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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 administration and government, except for
submission of questions as instructed in the RFP, or during the pre-proposal conference.
For violation of this provision, the City reserves the right to reject the proposal of the
f. RFP Timeline
RFP ESTIMATED TIMELINE
City issues public advertisement of RFP
Pre-proposal meeting with site visit following
Deadline for written questions/requests for clarification
Publish responses to questions
Deadline for submission of Proposals
Interviews by Selection Committee (If Required)
Selection recommendation to City Council for approval
August 3, 2020
August 14, 2020 1:00 PM
August 21, 2020 at 4:00PM
August 26, 2020
September 4, 2020, 3:00pm
September 7, 2020
g. Submittal Date and Information
All proposals must be delivered to the City of Douglasville, 6695 Church Street, Douglasville
Georgia 30134, no later than September 4, 2020 at 2:00 PM. Any proposal received after
that time will not be considered for award.
1. Submit one signed (1) original, three (3) paper copies and one (1) electronic copy-thumb
drive to the City front desk at the above address, in a sealed envelope, clearly addressed
and labeled as follows:
Attn: Marcus Thompson, 6695 Church Street, Douglasville GA 30134
RFP #2020 -003: Renovation of 8578 Club Drive
2. Also submit an electronic copy of the complete package in pdf format 5MB in size or less in a
CD or thumb drive, or via email to: email@example.com. The electronic
submittal must also include a reference to Renovation of 8578 Club Drive. The entire
submittal should be submitted as one (1) file. Please do not submit individual documents or
It is the sole responsibility of the proposer to assure delivery by the specified deadlines to the
correct location; the City cannot accept responsibility for incorrect delivery, regardless of
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Submittal envelopes will be stamped with date and time of reception and this is the
information that will be considered to determine timely submittals, not the required
electronic versions submitted via e-mail. No submittals will be accepted after the date and
time stipulated above.
A list of firms submitting responsive proposals will be available on City of Douglasville
RFP/RFQ webpage after stated deadline.
Every proposal shall include a proposed price for all labor and materials, including the cost of
payment bond and performance bond, as well as unclassified site work. Proposals shall be
accompanied by a bid bond in an amount of 5% of the proposed price. A performance bond
and a payment bond, each in the amount of 100% of the contract sum and for the term of the
contract, will be required from the successful proposer. Proposals may not be withdrawn
for a period of 60 days after the due date for receipt of proposals.
All proposals must be accompanied by a Certificate of Insurance to include General Liability
Insurance with limits of no less than $1 million per occurrence and $2 million aggregate, and a
general liability umbrella policy with a limit of no less than $10 million aggregate; Worker’s
Compensation coverage as provided by Georgia law; Temporary Facilities and Equipment, and
Builder’s Risk Insurance. All bonds and insurance policies shall be written by surety companies
with an overall A.M. Best rating of A- (Excellent) or better, and which is listed in the U.S.
Treasury Circular 570, and also which are licensed to do business in the State of Georgia. Said
policies shall provide for jurisdiction and venue in Douglas County, Georgia, for resolution of
Proposals may be withdrawn by written or email request, provided such withdrawals are
received prior to the time and date of the opening. Prior to notice to proceed, Contractor
shall present a liability insurance certificate naming the City of Douglasville as an additional
insured. Contractor shall be responsible for all injuries or damages of any kind resulting from
work, to persons or property arising from the contract.
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.
The City reserves the right to waive any and all technicalities, formalities or irregularities. The
City may reject the proposal of any proposer that has previously failed to perform properly or
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