27-003 AVM Park Concession Stand

City of Commerce
P.O. Box 348
27 Sycamore Street
Commerce, GA 30529
Phone: (706) 335-3164
Email: ccase@commercega.gov
SUBJECT: Request for Proposals for AVM Park Concession Stand
The City of Commerce is requesting proposals from qualified contractors to renovate the existing
concession stand and related public support areas at American Veterans Memorial Park. The project
should improve functionality, durability, cleanliness, accessibility, and overall public use while allowing
vendor-neutral, approved-equal solutions. 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superseded except by written addendum from The City of Commerce.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
27-003" and delivered to:
City of Commerce
P.O. Box 348
110 State Street
Commerce, GA 30529
Attn: Finance Director
Due no later than October 30, 2026, 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 proposal and appreciate your interest in the City of Commerce.
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City of Commerce
REQUEST FOR PROPOSAL
FOR
AVM Park Concession Renovation
SUBMISSIONS ARE DUE AT THE ADDRESS SHOWN BELOW NO LATER THAN
October 30, 2026, 3:00 pm, local time prevailing
City of Commerce
P.O. Box 348
110 State Street
Commerce, GA 30529
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.
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CITY OF COMMERCE, GEORGIA
REQUEST FOR PROPOSAL
FOR
AVM Park Concession Renovation
SECTION I - REQUEST FOR PROPOSAL OVERVIEW
1.0 PURPOSE
American Veterans Memorial Park will receive a functional interior renovation of its concession stand,
support spaces, restrooms, and utility areas. The scope establishes performance-based requirements for
competitive proposals while leaving final design and owner decisions outstanding. Work includes
washable finishes, refined concrete or coated flooring, stainless work surfaces, a commercial wash sink,
operable service windows, coordinated equipment, electrical upgrades, commercial LED lighting, and
approved restroom and exterior repairs. Contractor-furnished equipment includes a freezer, refrigerator,
and ice machine; vendor and operator equipment require space and utility coordination, while fryer-related
work is excluded. Vendors must provide base pricing, schedules, exclusions, qualifications, and closeout
information, with allowances or alternates for HVAC, ceiling, flooring, electrical capacity, concealed
conditions, and broader repairs
1.1 INFORMATION TO VENDORS
RFP TIMETABLE
The anticipated schedule for the RFP is as follows:
RFP Available September 30, 2026
Pre-Proposal Meeting October 15, 2026, 10:0b0 am, 204 Carson St, Commerce
Deadline for questions October 23, 2026, 2:00 pm, local time prevailing
Submittal deadline October 30, 2026, 3:00 pm, local time prevailing
Proposal Award December 21, 2026, Monthly Council Meeting
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
110 State Street
Commerce, GA 30529
Attention: Finance Director
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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.
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 October 23, 2026 (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 on the Georgia Procurement Registry, as well as at
www.commercega.gov under the "Business" tab and select "Bid Opportunities." 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.
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1.7 MIMINUM RFP ACCEPTANCE PERIOD
Valid submittals shall not be withdrawn for a period of 90 days from the date specified for receipt
of submittals.
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
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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.
1.14 TERMINATION
The City or 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.
Contractor shall be obligated for any future annual period if Contractor 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.
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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 proposal. 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 Proposal.
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 The successful vendor, simultaneously with the execution of the contract, will be
required to furnish a faithful Performance Bond in an amount equal to one hundred
(100%) percent of the contract amount and a Labor and Material Payment Bond
equal to one hundred (100%) percent of the contract amount; said bonds shall be
secured from a surety company satisfactory to the City and the Surety Company
must be listed on Circular 570.
1.20.2 Each proposal shall be accompanied by a certified check, cashier's check, cash, or
proposal bond (surety) acceptable to the City and the Surety Company must be
listed on Circular 570 in an amount equal to at least five (5%) percent of the
proposal, payable without condition to the City as a guaranty that the vendor, if
awarded the contract, will promptly execute the Agreement in accordance with the
proposal and other contract documents, and will furnish good and sufficient bond
for the faithful performance of the same, and for the payment to all persons
supplying labor and material for the work. The proposal bond must be presented in
its original form. Copies are not acceptable.
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.
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SECTION II - GENERAL CONDITIONS
2.0 PURPOSE
The City of Commerce is requesting proposals from qualified contractors to renovate the existing
concession stand and related public support areas at American Veterans Memorial Park. The project
should improve functionality, durability, cleanliness, accessibility, and overall public use.
2.1 CONTRACT PERIOD
Any contract resulting from this RFP shall not exceed a period of 180 days from the time the notice
to proceed is provided until completion of the project unless agreed to in writing by both parties.
To that end it requests proposals from qualified firms that meet the specifications listed herein.
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 proposal.
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 Recreation 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
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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.
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 Should the Contractor, or, in case of default, the Surety fail to complete the work
within the time stipulated in the contract or within such extra time that may be allowed,
charges shall be billed to the contractor or assessed against any money due or that may
become due the Contractor at a rate of $1,500.00 for each day that expires after the allowed
contract time for the completion and readiness of final payment until the Work is complete
and ready for payment. Liquidated damages, as they accrue, will be deducted from periodic
partial payments, and such deduction shall be in addition to the retainage provided for in the
Contract.
2.5.7 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.
2.5.8 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.
2.5.9 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
Jackson County, Georgia. The contractor shall comply with applicable federal, state, and
local laws and regulations.
2.6.0 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.
SECTION III - THE PROJECT
3.0 PROJECT SCOPE
The selected contractor shall provide all labor, materials, equipment, supervision, coordination,
permitting assistance, construction, cleanup, and closeout necessary to complete the approved renovation.
The final scope shall be based on field-verified conditions, approved design, applicable codes, and City
direction.
3.0.1 General Contractor / Turnkey Requirements - Provide complete turnkey construction
services, including field verification, labor, materials, coordination of all trades, protection of existing
facilities, safety compliance, project closeout, and final cleanup.
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3.0.2 Concession / Serving Area - Demolish existing serving counter and construct a new
serving area with stainless steel worktables, a walk-through opening in the dividing wall, required
framing/structural modifications, and maintained access to utilities.
3.0.3 Front Service Windows - Provide and install operable service windows at all three serving
openings that maintain conditioned space when closed and coordinate with existing shutters/doors.
3.0.4 Washable Walls and Ceilings - Install durable, washable wall and ceiling finishes suitable
for food-service operations
3.0.5 Flooring - Prepare and refinish existing concrete floors with a polished concrete system.
Submit alternate pricing for a commercial epoxy or coated-floor system meeting durability, cleanability,
and slip-resistance requirements.
3.0.6 Sink and Plumbing - Install a new commercial wash sink, provide plumbing connections
for concession equipment, and evaluate restroom plumbing fixtures for necessary repairs or upgrades.
3.0.7 Electrical, Equipment Power, and Lighting - Evaluate existing electrical capacity, provide
dedicated circuits for new equipment, and upgrade interior lighting with energy-efficient commercial
LED fixtures.
3.0.8 HVAC / Mini-Split - Evaluate heating and cooling requirements and provide a properly
sized ductless mini-split HVAC system to serve the concession facility.
3.0.9 Storage / Support Room - Renovate the support/storage room with finishes matching the
concession area while maintaining flexibility for storage, umpire use, and future concession operations.
3.0.10 Restrooms - Clean, repair, and refresh existing restrooms, including flooring, lighting,
hardware, and fixture repairs. Replace components only as authorized and verify accessibility compliance.
3.0.11 Mechanical / Electrical / Plumbing Room - Clean and organize the MEP room, maintain
required clearances, repair deficiencies, seal penetrations, and correct any active water intrusion or
moisture issues.
SECTION 3.1 - PROJECT LOCATION
American Veteran's Memorial Park, 204 Carson Street, Commerce, GA 30529
SECTION 3.2 - SITE INSPECTION AND PROPOSAL REQUIREMENTS
3.2.1 Pre-Proposal Site Inspection
A mandatory pre-proposal site meeting will be conducted at the date, time, and location specified
in 1.1. Attendance by a representative of each prospective Contractor is required as a condition of proposal
eligibility. Contractors who do not attend the mandatory pre-proposal site meeting will be considered
non-responsive and will not be eligible for award.
In addition to attending the pre-proposal site meeting, the Contractor is responsible for inspecting
all job sites identified in Section 3 prior to submitting a proposal. Familiarity with existing site conditions,
access constraints, utility locations, and any other factors that may affect the performance of the work is
the sole responsibility of the Contractor. Submission of a proposal shall be considered evidence that the
Contractor has attended the mandatory pre-proposal site meeting, inspected the project sites, and become
fully informed of all conditions affecting the work.3.2.2 Differing Site Conditions
No change orders will be issued for differing site conditions. By submission of a proposal, the Contractor
acknowledges full understanding of the existing conditions at each project location.
SECTION 3.3 - COMPENSATION AND PAYMENT
Payment shall be made based on actual quantities installed at the unit prices established in the Contractor's
proposal. All traffic control measures, utility coordination, site restoration, jetting, inspection, and video
documentation shall be considered incidental to the contract and included in the unit prices proposal. No
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