Gainesville Municipal Court Renovation

CONTRACT DOCUMENTS
Gainesville Municipal Court Renovation
CITY OF
GAINESVILLE, GEORGIA
Date
July 2026

CITY OF GAINESVILLE
REQUEST FOR PROPOSAL
RFP No. 26028
Gainesville Municipal Court Renovation
Proposal Release: July 1st, 2026
Pre-Proposal Meeting (Mandatory): July 14th, 2026, at 10:00 AM
Proposal Questions Deadline: July 21st, 2026 @ 2:00 PM
Proposal Due Date: July 31st, 2026 @ 2:00 PM
Postal Return Address: Courier Delivery Address:
City of Gainesville City of Gainesville
Purchasing Office Purchasing Office
P.O. Box 2496 300 Henry Ward Way, Room 201
Gainesville, GA 30503 Gainesville, GA 30501

City of Gainesville
Request for Proposal
RFP No. 26028
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 and site walk through will be held on Tuesday, July 14th, 2026 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 July 21st, 2026, 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 July 31, 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: July 1st, 2026
Mandatory Pre-Proposal Conference: July 14th, 2026 at 10:00 AM
Proposal Questions Deadline: July 21st, 2026 @ 2:00 PM
Proposal Due Date: July 31st, 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.

ADDENDA
Proposers are responsible to check the City of Gainesville's website for the issuance of any addenda prior to
submitting a proposal. The address is http://www.gainesville.org/purchasing
PROPOSAL AWARD AND EXECUTION
The City will select the proposal that, in its sole discretion, is the most responsive and responsible proposal
to the City. The City reserves the right to make any award without further discussion of the proposal
submitted; there may be no best and final offer procedure. Therefore, the proposal should be initially
submitted on the most favorable terms the vendor can offer. The specification may be altered by the City of
Gainesville based on the vendor's proposal and an increase or reduction of services with the manufacturer
may be negotiated before proposal award and execution.
Should the owner require additional time to award the Contract, the time may be extended by the mutual
agreement between the Owner and the successful Bidder. If an award of Contract has not been made within
ninety days from the Bid date or within the extension mutually agreed upon, the Bidder may withdraw the
Bid without further liability on the part of either party.
LOCAL VENDOR PREFERENCE
Local Vendor means a bidder or offeror which operates and maintains a brick-and-mortar business, i.e., a
physical business address, within the city limits of the City of Gainesville, has a current business license, has
paid in full all real and personal taxes owed the City, is considered a vendor in good standing with the City
and can obtain an active vendor status.
A local vendor may receive an opportunity to match for purchases, bids, proposal or contracts over $20,000
and less than $150,000. The local vendor may be given an opportunity to match the lowest price proposal,
if the quotation or bid of the local vendor is within 3% of the lowest price proposal by a non-local vendor.
In the event a local vendor matches the lowest price proposal, including all other terms, quality, services
and conditions, then the local vendor shall be awarded the contract.
In the event the price proposal of more than one local vendor is within 3% of the lowest overall price proposal
of a non-local vendor, the local vendor with the lowest proposal will be given the first opportunity to match
the lowest overall price proposal. If this local vendor declines to match the price proposal, then the local
vendor with the next lowest bid within 3% will be given the opportunity to match the lowest proposal. This
process will continue with all local vendors having proposal within 3% of the lowest overall bid by a non-local
vendor.
Policy to be stated. This policy shall be so stated in all applicable solicitations.
Exemptions. This provision does not apply to public works construction projects or road projects pursuant
to the laws of the State of Georgia (O.C.G.A 36-91 or 32-4).
PROPOSAL REQUIREMENTS/EVALUATION CRITERIA
The City will evaluate all written submittals. It is incumbent upon the proposers to demonstrate within their
proposals how each requirement will be satisfied. All Proposals must meet the specification as outlined in
this Proposal. The City reserves the right to investigate the qualifications and experience of the proposers,
or to obtain new proposals. Proposals not sufficiently detailed or in an unacceptable form may be rejected
by the City. Dates and documentation included in the proposal become public information upon opening
the proposals. Interested firms must follow the process outlined in the following pages in submitting their
proposal.

The following criteria will be used to evaluate proposals.
Price 45 %
Experience with similar projects 35 %
Response to RFP and Understanding of the Project 20%
PROPOSER REQUIREMENTS
* Proposers are required to examine the Drawings and Specifications and other documents carefully and
to make such examinations of the site of the proposed work as are necessary to familiarize themselves
with the nature and extent of the work to be done and with all local conditions which may affect the
proposed construction. Proposers are required to inform themselves fully in regard to construction and
labor conditions under which the work will be performed. The Owner will not be responsible for
Proposers errors or misjudgments, nor for any information on local conditions or general laws and
regulations.
* No proposal will be considered unless accompanied by a certified check or acceptable Bid Bond in an
amount of not less than five (5) percent of the bid and made payable to the City of Gainesville, Georgia.
* Proposer must provide evidence, satisfactory to the City, of the following insurance requirements:
o Owner requires the Contractor to have and maintain the following insurance coverage and
indemnification provisions with the City of Gainesville named as an additional insured
hereunder.
o The Contractor agrees to provide and maintain insurance coverage until the contract is
completed and to furnish certificates from its insurance carriers showing that it carries
insurance in the following minimum limits:
Worker's Compensation Statutory Limits
Employers Liability
* Each Employee $1,000,000
* Each Accident $1,000,000
General Liability $1,000,000 per occurrence
* Aggregate $2,000,000
Automobile Liability $2,000,000 Combined Single Limit
o Proof of Insurance
The Contractor shall furnish the Owner with certificates showing the type, amount, class
of operations covered, effective dates, and date of expiration of policies. Such
certificates shall also contain substantially the following statement: The insurance
covered by this certificate will not be cancelled or materially altered, except after thirty
(30) days written notice has been received by the Owner.

**The City of Gainesville is an equal opportunity owner/employer and will not discriminate against any
vendor because of race, creed, color, religion, sex, national origin, or ADA disability status.
*** The City of Gainesville will comply with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 USC
2000d-42 USC 2000d-4 (hereinafter referred to as the Act), and all requirements imposed by or
pursuant to Title 49, Code of Federal Regulations, Department of Transportation, Subtitle A, Office of the
Secretary Part 21, Nondiscrimination in Federally Assisted Programs of the Department of
Transportation-Effectuation of Title VI of the Civil Rights Act of 1964 (hereinafter referred to as the
Regulations), and other pertinent directives, to the end that in accordance with the Act, Regulations, and
other pertinent directives, no person in the United States shall, on the grounds of race, color, sex, or
national origin be excluded from participation in, be denied the benefits of, or be otherwise subjected to
discrimination under any program or activity for which the Recipient receives federal financial assistance
from the Department of Transportation, including the Federal Highway Administration, and HEREBY
GIVES ASSURANCE THAT it will promptly take any measures necessary to effectuate this agreement.

City of Gainesville
INVITATION TO BID
RFP No. 26068
Gainesville Municipal Court Renovation
RFP Certification
This form must be completed and signed for bid to be considered.
With my signature, I certify that I am authorized to commit my firm to the Proposal and that the information
herein is valid for 90 days from this date. I further certify that all information presented herein is accurate
and complete and that the scope of work can be performed as presented in this Proposal upon the City's
request.
I have carefully examined and fully understand the Contract Documents, Plans, Specifications and other
documents hereto attached and made a personal examination of the site of the proposed work and hereby
agree that if this proposal is accepted, I will contract with the City of Gainesville in compliance with the
specifications and furnish all necessary labor and equipment to complete the requirements of the
Specifications, Drawings and Contract Documents to the full and entire satisfaction of the Owner.
Postal Return Address: Courier Delivery Address:
City of Gainesville City of Gainesville
Purchasing Office Purchasing Office
P.O. Box 2496 300 Henry Ward Way, Room 201
Gainesville, GA 30503 Gainesville, GA 30501
Bid Response: Price: $ ________________
Having read and responded to all attached specifications, the undersigned offers the above quoted prices,
terms and conditions.
Signed, sealed, and delivered
In the presence of: (Name of Company)
By:
Unofficial Witness (Person authorized to sign binding contract)
Title:
Notary Public Attest:
Commission Expires: (Officer of Company if Corporation)
Title: