Gainesville Municipal Court Renovation

Location:	Georgia
Posted:	Nov 12, 2025
Due:	Jan 7, 2026
Agency:	City of Gainesville
Type of Government:	State & Local
Category:	R - Professional, Administrative and Management Support Services
Solicitation No:	25024
Publication URL:	To access bid details, please log in.

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CITY OF GAINESVILLE

REQUEST FOR PROPOSAL

RFP No. 25024

Gainesville Municipal Court Renovation

Proposal Release:

Pre-Proposal Meeting (Mandatory):

Proposal Questions Deadline:

Proposal Due Date:

November 12th, 2025

December 9th, 2025 at 10:00 AM

December 16th, 2025 @ 2:00 PM

January 7th, 2026 @ 2:00 PM

Postal Return Address:

City of Gainesville

Purchasing Office

P.O. Box 2496

Gainesville, GA 30503

Courier Delivery Address:

City of Gainesville

Purchasing Office

300 Henry Ward Way, Room 201

Gainesville, GA 30501

City of Gainesville

Request for Proposal

RFP No. 25024

Gainesville Municipal Court Renovation

OVERVIEW

The City of Gainesville is requesting individual sealed Proposals for the renovation of approximately 9,500

square feet of the main public lobby and municipal court office space located on the second floor of the

Gainesville Public Safety and Municipal Building. The scope of work consists of new offices, breakroom,

conference room, filing room, transaction counter, main lobby and a new north entrance with landing and

stairs down to sidewalk level. Exterior work includes sidewalks, landscaping and ornamental fencing. The

renovation will consist of select demolition, construction of new walls, minor plumbing, painting,

replacement of carpet, tile, installation of new ceiling tiles, and other aesthetic improvements.

PROPOSAL CORRESPONDENT

Upon Release of this Request for Proposal, all vendor communications concerning this project must be directed

to the Administrative Services Department correspondent listed below:

Kevin Hutcheson

PO Box 2496,

300 Henry Ward Way

Suite 201

Gainesville, GA. 30503

KHutcheson@gainesvillega.gov

Unauthorized contact regarding the proposal with other Gainesville City employees may result in

disqualification. Any oral communications will be considered unofficial and non-binding on the City of

Gainesville. Vendor should rely only on written statements issued by the proposal correspondent.

MANDATORY PRE-PROPOSAL MEETING

A pre-proposal meeting will be held on Thursday, December 9thth at 10:00 AM in the Municipal Courtroom

of 701 Queen City Parkway, Gainesville GA 30501. Only those in attendance for the entire pre-bid meeting

will be allowed to bid.

PROPOSAL QUESTIONS

All questions must be submitted in writing to the proposal correspondent named above. Questions must be

received by December 16th, 2025 at 2:00 PM. A list of questions and answers will be provided to all known

proposers and by request. Requests may be made to the proposal correspondent named above.

PROPOSAL RESPONSE DATE AND LOCATION

The Administrative Services department must receive the vendor’s proposal in a sealed envelope, in its

entirety, not later than 2:00 PM, Eastern Standard Time in Gainesville, Georgia on January 7th, 2026. Proposals

arriving after the deadline will be returned unopened to their senders. All proposals and accompanying

documentation will become the property of the City of Gainesville and may not be returned. One (1) original

and (1) copy of this proposal must be submitted to allow for evaluation. Proposals must be clearly marked on

the outside of the package:

Gainesville Municipal Court Renovation

Vendors assume the risk of the method of dispatch chosen. The City of Gainesville assumes no responsibility

for delays caused by any delivery service. Postmarking by the due date will not substitute for actual proposal

receipt. Late proposals will not be accepted nor will additional time be granted to any vendor. Proposals

may not be delivered by facsimile transmission or other telecommunication or solely by electronic means.

Proposal Schedule:

Proposal Release:

November 12th, 2025

Mandatory Pre-Proposal Conference: December 9th, 2025 at 10:00 AM

Proposal Questions Deadline:

December 16th, 2025 @ 2:00 PM

Proposal Due Date:

January 7th, 2026 @ 2:00 PM

WAIVER OF TECHNICALITIES

All items must meet or exceed specifications as stated by the City of Gainesville. The City of Gainesville

reserves the right to waive any technicalities and to reject or accept any Proposal in its entirety or to accept

any portion thereof if it is determined that either method results in lower costs, better service, final satisfaction

or is otherwise determined to be in the best interest of the City of Gainesville. Award may be made by item

number or in total. Determination of best response to proposal will be the sole judgment of the City of

Gainesville. Proposals shall remain valid for ninety days for the date of proposal opening.

PROPOSAL REJECTION

The City of Gainesville reserves the right to reject any or all proposals at any time without penalty.

Any vendor, who acts as a supplier to another vendor submitting a proposal and also submits a proposal

of their own, will be viewed as participating in Collusive behavior. This behavior displays a pattern or

practice of unethical or immoral business practices. Any vendor associated with this practice may be

banned from doing business with the City of Gainesville for up to three years.

MODIFICATION OF PROPOSALS

Any clerical mistake that is patently obvious on the face of the proposal may, subject to the limitations

described below, be corrected upon written request and verification submitted by the proposers. A

nonmaterial omission in a proposal may be corrected if the Administrative Service Department determines

that correction to be in the City’s best interest. Omissions affecting or relating to any of the following shall

be deemed material and shall not be corrected after Proposal opening:

(1) Price Information; and

(2) Any required Insurance

WITHDRAWAL OF PROPOSALS

Proposals may be withdrawn at any time prior to the proposal opening. After proposals have been publicly

opened, withdrawal of a proposal shall be based upon the following:

The Proposer shall give notice in writing of his claim of right to withdraw his proposal due to an error within

two business days after the conclusion of the proposal opening procedure. Proposals may be withdrawn

from consideration if the price is substantially lower than the other proposals due solely to a mistake therein,

provided the proposal was submitted in good faith, and the mistake was a clerical mistake as opposed to a

judgment mistake, and was actually due to an unintentional arithmetic error or an unintentional omission of

a quantity of work, labor or material made directly in the compilation of the proposal, which unintentional

arithmetical error or unintentional omission can be clearly shown by objective evidence drawn from

inspection of original work papers, documents and materials used in the preparation of the proposal sought

to be withdrawn. The proposer’s original work papers shall be the sole acceptable evidence of error and

mistake if he elects to withdraw his proposal. If a proposal is withdrawn under the authority of this provision,

the lowest remaining responsive proposal shall be deemed to be the low proposal.

PROPOSER’S RESPONSIBILITY

When determining whether a proposer is responsible, or when evaluating a proposal, the following factors

may be considered, any one of which will suffice to determine whether a proposer is responsible or the

proposal is the most advantageous to the City:

• The ability, capacity and skill of the proposer to perform the contract or provide the equipment

and/or service required.

• The character, integrity, reputation, judgment, experience and efficiency of the proposer.

• Whether the proposer can perform the contract within the time specified.

• The quality of performance of previous public and private contracts or services, including, but not

limited to, the proposer’s failure to perform satisfactorily or complete any written contract. The

City’s termination for default of a previous contract with a proposer, within the past three years,

shall be deemed to be such a failure.

• The previous and existing compliance by the Proposer with laws relating to the contract or service.

• Evidence of collusion with any other Proposers, in which case colluding proposers will be restricted

from submitting further proposals on the subject project or future proposals, for a period not less

than three years.

• The proposer has been convicted of a crime of moral turpitude or any felony, excepting convictions

that have been pardoned, expunged or annulled, whether in this state, in any other state, by the

United States, or in a foreign country, province or municipality. Proposer shall affirmatively disclose

to the City all such convictions, especially of management personnel or the proposers as an entity,

prior to notice of award or execution of a contract, whichever comes first. Failure to make such

affirmative disclosure shall be grounds, in the City’s sole option and discretion, for termination for

default subsequent to award or execution of the contract.

• If the proposer will be unable, financially or otherwise, to perform the work.

• At the time of the proposal opening, the proposer is not authorized to do business in the Georgia, or

otherwise lacks a necessary license, registration or permit.

• Any other reason deemed proper by the City.

NON-ENDORSEMENT

As a result of the selection of a vendor to supply products and/or services to the City of Gainesville, the City

of Gainesville is neither endorsing nor suggesting that the vendor’s product is the best or only solution. The

vendor agrees to make no reference to the City of Gainesville in any literature, promotional material,

brochures, sales presentation or the like without the express written consent of the City of Gainesville.

PROPRIETARY PROPOSAL MATERIAL

Any information contained in the proposal that is proprietary will be neither accepted nor honored. All

information contained in this proposal is subject to public disclosure.

RESPONSE PROPERTY OF THE CITY OF GAINESVILLE

All material submitted in response to this request becomes the property of the City of Gainesville. Selection

or rejection of a response does not affect this right.

NO OBLIGATION TO BUY

The City of Gainesville reserves the right to refrain from contracting with or purchasing from any vendor. The

release of this proposal does not compel the City of Gainesville to purchase.

COST OF PREPARING PROPOSALS

The City of Gainesville is not liable for any cost incurred by vendors in the preparation and presentation of

proposals and demonstrations submitted in response to this proposal.

NUMBER OF PROPOSAL COPIES REQUIRED

Vendors are to submit one (1) original Proposal and one (1) copy.

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Bid Number:	25024
Bid Title:	Gainesville Municipal Court Renovation
Category:	Financial Services
Status:	Open