Design Services-Bill Miller Community Center

Agency:	City of Albany
State:	Georgia
Type of Government:	State & Local
Category:	C - Architect and Engineering Services - Construction
Posted:	Dec 20, 2023
Due:	Jan 29, 2024
Solicitation No:	24-036
Publication URL:	To access bid details, please log in.

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December 21, 2024

REQUEST FOR PROPOSALS

DESIGN SERVICES

BILL MILLER COMMUNITY CENTER

REFERENCE NO. 24-036

The City of Albany, Procurement Division, 222 Pine Avenue, Suite 260, Albany, GA, 31701 will receive sealed

proposals from qualified individuals/firms, until 5:00 pm, January 29, 2024, to supply design services for

the construction of a new recreational building, bid documents, project management, and construction

estimates, providing all drawings and specifications needed to complete construction for Bill Miller Community

Center.

The City of Albany strongly encourages Small Business firms to participate in this RFP. All Corporations should

provide a corporate seal, a copy of the Secretary of State's Certificate of Incorporation, and a listing of the

principals of the corporation with their response.

A Pre-Proposal Conference will be held on January 10, 2024, at 10:00 am thru Zoom:

httos://us06web.zoom.us/i/83487989299?owd=dqbKww75yNYburzTXUMDan7FLaXJBu.1

Meeting ID: 834 8798 9299

Passcode: 099614

Any interested and qualified firm and/or party is requested to make a response to accomplish the Scope of

Services described herein. The response is to be signed by a duly authorized official of the firm and must be

submitted in the time, manner and form prescribed. No reimbursement will be made by the City of Albany for

any costs incurred prior to a formal notice to proceed should an award of contract result from this solicitation.

The City of Albany reserves the right to reject any and all responses and to waive technicalities as deemed to

be in the best interest of the City. The City of Albany reserves the right to request additional information from

a respondent(s) as deemed necessary to analyze responses.

For additional information, contact Ricky Gladney, Buyer at (229) 431-3211 or email rqladney@albanyqa.gov

cc: jswilliams@albanyqa.gov, kross@albanyqa.gov. The deadline for questions is 5:00 p.m., January 19,

2024. Replies of substance will be in the form of written addenda and made available to all potential

respondents.

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FINANCE

P.O. BOX 447 ALBANY, GA 31702 I PHONE: 229.431.3211 I FAX: 229.431.2184 I www.albanyga.gov

CITY OF ALBANY

FINANCE DEPARTMENT

PROCUREMENT DIVISION

ALBANY, GEORGIA

INSTRUCTIONS TO PROPOSERS

These instructions will bind proposers to terms and conditions herein set forth,

1. The following criteria are used in determining which proposal is in the best interests of the city.

(a) The ability, capacity and skill of proposer to perform required service.

(b) Whether proposer can perform service promptly or within specified time.

(d) The performance of previous contracts.

(e) The suitability of equipment or material for City/County use.

(f) The ability of proposer to provide future maintenance and parts service.

2. Payment terms are Net 30 unless otherwise specified. Favorable term discounts may be offered and will be considered in

determining best proposer if they are deemed advantageous to the City.

3. All requested information should be included in submittal package. All desired information must be signed and included for your

proposal to receive full consideration. Failure to submit any required form will be cause for proposal to be rejected as non-

responsive.

4. All questions, inquiries and requests for clarification shall be directed to Procurement.

5. For multi-year contracts the following clauses pursuant to OCGA 36-60-13 apply: (1) The contract shall terminate absolutely and

without further obligation on the part of the City or County at the close of the calendar year in which it was executed and at the

close of each succeeding calendar year for which it may be renewed; (2) The contract may provide for automatic renewal unless

positive action is taken by the City or County to terminate such contract, and the nature of such action shall be determined by the

City or County and specified in the contract; (3) The contract shall state the total obligation of the City or County for the calendar

year of execution and shall further state the total obligation which will be incurred in each calendar year renewal term, if renewed;

and (4) The contract shall provide that title to any supplies, materials, equipment, or other personal property shall remain in the

vendor until fully paid for by the City or County.

6. Quote all prices F.O.B. Albany or our warehouse or as specified in proposal documents.

7. Each proposal shall be clearly marked on the outside of the package as a Sealed Proposal.

8. Proposal must be received and stamped by the Procurement Office before time stipulated in proposal documents. No

responsibility will attach to any City representative or employee for premature opening of proposal not properly addressed or

identified.

9. Proposals received late will not be accepted, and the City will not be responsible for late mail delivery.

10. Should a proposal be misplaced by the City and found later it will be considered.

11. Proposals requiring bid security will not be read or considered if security is not enclosed. Security may be in the form of cash,

certified check, cashier’s check or Surety Bond issued by a Surety Company licensed to conduct business in Georgia.

12. All proposers must be recognized and authorized dealers in the materials or equipment specified and be qualified to advise in their

application or use. A proposer at any time requested must satisfy the Procurement Office and City Commission that he has the

requisite organization, capital, plant, stock, ability and experience to satisfactorily execute the contract in accordance with the

provisions of the contract in which he is interested.

13. Any alterations, erasures, additions or omissions of required information or any changes of specifications, or cost schedule are

done at the risk of the proposer.

14. When requested, SAMPLES will be furnished free of expense, properly marked for identification and accompanied by list where

there is more than one sample. The City reserves the right to mutilate or destroy any samples submitted whenever it may be in the

best interests of the City to do so for the purpose of testing.

15. City will reject any material, supplies or equipment that do not meet the specifications, even though proposal lists the trade name

or names of such materials on the price quotation form.

16. The unauthorized use of patented articles is done entirely at the risk of the successful proposer.

17. The ESTIMATED QUANTITY given in the specifications or advertisement is for the purpose of seeking a proposal. The City may

purchase more or less than the estimated quantity, and the vendor must not assume that such estimated quantity is part of the

contract.

18. Only the latest model equipment as evidenced by the manufacturer’s current published literature will be considered. Obsolete

models of equipment not in production will not be acceptable. Equipment shall be composed of new parts and materials. Any unit

containing used parts or having seen any service other than the necessary tests will be rejected. In addition to the equipment

specifically called for in the specifications, all equipment catalogued by the manufacturer as standard or required by the State of

Georgia shall be furnished with the equipment. Where required by the State of Georgia Motor Vehicle Code, vehicles shall be

inspected and bear the latest inspection sticker of the Georgia Department of Revenue.

19. The successful proposer on motor vehicle equipment shall be required to furnish with delivery of vehicle, Certificate of Origin and

Georgia vendors shall provide Georgia Motor Vehicle form MV1.

20. Proposers are responsible for examining the location of the proposed work or delivery and determining, in their own way, the

difficulties, which are likely to be encountered in the prosecution of the same.

21. All materials, equipment and supplies shall be subject to rigid inspection, under the immediate supervision of the Procurement

Officer and/or the Department to which they are delivered. If defective material, equipment or supplies are discovered, the

Bid Ref. #24-036 Design Services

Bill Miller Community Center

contractor, upon being instructed by the Procurement Officer, shall remove, or make good such material, equipment or supplies

without extra compensation. It is expressly understood and agreed that the inspection of materials by the City will in no way lessen

the responsibility of the contractor or release him from his obligation to perform and deliver to the City sound and satisfactory

materials, equipment or supplies. The proposer agrees to pay the cost of all tests on defective material, equipment or supplies or

allow the cost to be deducted from any monies due him by the City or County.

22. Unless otherwise specified by the procurement officer all materials, supplies or equipment quoted herein must be delivered within

thirty (30) days from date of notification or exception noted on price quotation sheet.

23. A contract will not be awarded to any corporation, firm or individual who is, from any cause, in arrears to the City/County or who

has failed in any former contract with the City/County to perform work satisfactorily, either as to the character of the work, the

fulfillment of the guarantee, or the time consumed in completing the work.

24. Reasonable grounds for supposing that any proposer is interested in more than one proposal for the same item will be considered

sufficient cause for rejection of all proposals in which he/she is interested.

25. Unless otherwise specified the City reserves the right to award each item separately or on a lump sum basis, whichever is in the

best interest of the City/County.

26. The City reserves the right to waive any minor discrepancies, reject any or all proposals, and to purchase any part, all or none of

the services, materials, supplies or equipment specified.

27. Failure of the proposer to sign the offer or have the signature of any authorized representative or agent on the proposal will be

cause for rejection of the proposal. Signature must be written in ink.

28. Any proposer may withdraw his proposal at any time before the time set for opening of proposals. No proposal may be withdrawn

without cause in the 60-day period after proposals are opened.

29. It is mutually understood and agreed that if any time the Procurement Officer shall be of the opinion that the contract or any part

thereof is unnecessarily delayed or that the rate of progress or delivery is unsatisfactory, or that the proposer is willfully violating

any of the conditions or covenants of the agreement, or is executing the same in bad faith, the Procurement Officer shall have the

power to notify the aforesaid proposer of the nature of the complaint. Notification shall constitute delivery of notice, or letter, to

address given in proposal. If after three working days of notification the conditions are not corrected to the satisfaction of the

Procurement Officer, he shall thereupon have the power to take whatever action he may deem necessary to complete the work or

delivery herein described, or any part thereof, and the expense thereof, so charged, shall be deducted from any paid by the City

out of such monies as may become due to the said proposer, under and by virtue of this agreement. In case such expense shall

exceed the last said sum, then and in that event, the bondsman or the proposer, his executors, administrators, successors, or

assigns, shall pay the amount of such excess to the City on notice by the Procurement Officer of the excess due.

30. If the proposer proposes to furnish any item of a foreign make or product, he should write “Foreign” together with the name of the

originating country opposite such item on proposal.

31. Any complaint from proposer relative to the Request for Proposals or any attached specifications should be made prior to the time

of opening of proposals, otherwise such complaint cannot be properly considered.

32. Contracts may be cancelled by the City/County with or without cause with 30-day written notice.

33. All Corporations should provide the corporate seal, a copy of the Secretary of State’s Certificate of Incorporation, and a

listing of the principals of the corporation with the bid/proposal.

34. All bidders/proposers should provide their tax identification number with the bid/proposal.

35. The Board of Commissioners passed a local preference ordinance on January 27, 2015. Where applicable, this ordinance

will govern. Local preference will not be a basis of award for projects that are federally funded.

36. The proposer shall secure all permits, license certificates, inspections (permanent and temporary) and occupational tax certificate,

if applicable, before any work can commence. Proposer as well as any and all known subcontractors must possess or will be

required to obtain a City of Albany Occupational Tax Certificate or Registration.

37. Prior to submitting proposal, check website at www.albanyga.gov or call the Procurement Office at 229-431-3211 for any

subsequent addendums.

PROCUREMENT FORM – Revised 4/20/2018

Bid Ref. #24-036 Design Services

Bill Miller Community Center

SPECIAL INSTRUCTIONS

DESIGN SERVICES

BILL MILLER COMMUNITY CENTER

REFERENCE NO. 24-036

1. BACKGROUND: Bill Miller Community Center is located at 312 Vick Street in Albany, GA on

approximately 6.5 acres in Kalmon Malone Park. The existing gymnasium facility was originally

constructed in 1978. The existing structure is to be demolished and a new building and site plan is to be

developed. The property was determined to be in a flood zone, however the zoning has yet to be

finalized. Since this issue will impact the cost of construction your proposal should be priced assuming the

property will not have to meet flood zone conditions. A link to documents containing drawings,

photographs, and general conditions of the property:

https://www.dropbox.com/scl/fo/3ijhp20ymdrz0adwl5jd6/h?rlkey=8fnx4oqywoe4caxoz5dyiyieq&dl=0

2. SCOPE OF SERVICES: The successful respondent is required to give a lump sum price estimate and unit

cost price for typical design services required such as providing stamped drawings for a new building

including site plans, designed with City staff’s direction, plans to demolish the old structure, suppling any

and all design needs that the City requires including architectural, structural engineering, interior design,

surveying services, project management, estimating construction cost and a detailed project manual

showing all designs and drawings necessary to carry out all construction work. Hourly rates for design

services and project management in addition to an estimate of hours required must be included in your

proposal along with an estimated lump sum cost of design.

A. Plan for Demolishing and Disposal of Old Building

B. Design of New Building at the Recreation Staffs Direction

C. Supply Bid Documents

D. Estimate Construction Cost

E. Submit Pricing: Per Hourly Rate of Services

F. Submit Pricing: Hourly Rate of Project Management

G. Submit Lump Sum Price for Total Design Service Cost for Project

3. The City of Albany strongly encourages Disadvantaged Business Enterprises to participate in this RFP and

further urges that all design teams reflect inclusion of women and minorities.

4. WITHDRAWAL: The respondent may withdraw his/her submitted response by providing a written

request to the Procurement Division before the stipulated closing date and time. Withdrawal of your

response will not cause prejudice or interfere with the right of the respondent to submit a new response,

provided the latter is received by the predetermined date and time provided herein. No submittal may be

withdrawn for a period of sixty (60) days following the closing date.

5. TIME EXTENSION: The City of Albany for good and sufficient reason, may extend the response

deadline, in which case all potential respondents will receive an addendum setting forth the new date and

time.

6. GEORGIA SECURITY & IMMIGRATION COMPLIANCE ACT: The successful respondent will provide

certification that they are in compliance with the Georgia Security and Immigration Compliance Act,

certifying that the provisions of GA Law, O.C.G.A 13-10-91, Chapter 300-10-1, per the Georgia

Department of Labor, if applicable, have been complied with in full. Pursuant to O.C.G.A 13-10-90(2), all

subcontractors entering into a contract or agreement for hire on this Project must be registered and

participate in the Federal Work Authorization Program. Complete and submit a copy of the form,

applicable to your company, and applicable Subcontractor Affidavits, with your response.

7. FORMS: Submit with proposal an executed copy of Governing Law & Venue, Certificate of Non-Collusion,

Drug- Free workplace and Debarred Bidders Certification Form (attached).

Bid Ref. #24-036 Design Services

Bill Miller Community Center

8. INSURANCE: Consultant shall maintain insurance with companies licensed to do business in the State of

Georgia acceptable to the City for the protection of the City and Albany-Dougherty County Aviation

Commission and name it as an additional insured, against all claims, losses, costs or expenses arising out

of injuries or death of persons whether or not employed by consultant, whether arising from the acts or

omission, negligence or otherwise of consultant or any of its agents, employees, patrons, or other

persons, and growing out of work being done by Consultant on behalf of City, such policies to provide for

a liability limit on account of each accident resulting in the bodily injury or death of not less than One

Million ($1,000,000) Dollars, a liability limit of not less than One Million ($1,000,000) Dollars for each

accident for property damage. Consultant shall also carry product liability insurance for personal injuries

and/or death in the amount not less than One Million ($1,000,000) Dollars for any one person. Consultant

shall maintain a combined single liability limit of One Million ($1,000,000) Dollars, covering owned, non-

owned, leased, and hired vehicles and name the City of Albany as an additional insured. Consultant shall

maintain professional liability covering errors and omissions of not less than One Million ($1,000,000)

Dollars, per claim covering itself and all of its employees and agents and shall indemnify and hold

harmless the City of Albany and their representatives and employees, from any claims, demands, actions,

and causes for actions arising from any negligent act or omission under the terms of the contract.

Consultant shall furnish to the City satisfactory evidence that it carries Worker’s Compensation Insurance

in the statutory limits of Georgia and Employers’ Liability with limits of liability of no less than One

Hundred Thousand ($100,000) Dollars of each accident/disease. These polices must also contain a waiver

of subrogation in favor of the City of Albany and Albany-Dougherty County Aviation Commission.

Consultant shall furnish evidence of the continuance in force of said policies by providing copies of timely

declaration page(s) to the Procurement Agent. Acceptable proofs of insurance: (i) a Certificate of

Insurance with Additional Insured Endorsements (a Certificate of Insurance by itself is not acceptable) or

(ii) Declaration Pages of the insurance policies which show the City of Albany as additional insured. The

Certificate of Insurance must provide the project name and our project number on all certificates; where

the Project requires Contractor’s Pollution Legal Liability coverage or Contractor’s Professional E & O

coverage, per project coverage would be allowed. All insurance policies must provide that the City of

Albany will be notified within 30 days of any changes, restrictions, and/or cancellation.

The City’s sole judgment shall control as to the sufficiency of the coverage.

SUBMIT WITH RESPONSE, specimen copy of Certificate of Insurance. Upon award of contract and prior to

commencement of work under this contract, the selected consultant(s) shall provide the City of Albany

with acceptable proofs of insurance coverage.

9. INDEMNIFICATION: Respondent agrees to indemnify and hold harmless the City of Albany, its agents,

officers, and employees, their successors and assigns, individually and collectively, with respect to all

claims, demands or liability for any injuries to any person (including death) or damage to any property

arising out of the activities of consultant or based on alleged negligence of consultant, its officers, agents,

or employees and consultant shall defend against all such claims and pay all expenses of such defense,

including attorney fees, and all judgments based thereon; provided that this obligation shall not extend to

any damage, injury or loss due to the negligence of the City of Albany.

10. TERMINATION FOR CONVENIENCE: This contract may be terminated in whole or in part by the City

of Albany with the consent of the vendor in which case the two parties shall agree upon the termination

conditions, including the effective date in the case of partial termination, and the portion to be

terminated; or by the vendor upon written notification to the City of Albany setting forth the reasons for

such termination, the effective date, and in the case of partial termination, the portion to be terminated.

However, if in the case of partial termination, the City of Albany determines that the remaining portion of

the award will not accomplish the purposes for which the contract was awarded, the City of Albany may

terminate the contract in its entirety.

Bid Ref. #24-036 Design Services

Bill Miller Community Center

This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

Number	Bid Name	Pre-Bid	Bid Opening	Bid Tabulation
24-036	Design Services-Bill Miller Community Center	01/10	01/29/2024

Design Services-Bill Miller Community Center

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See also