Project Information

Bid Title

East Hall Library Opening Day Collection

Issuing Agency

Hall County

Location

Georgia

Published Date

Nov 14, 2025

Closing Date

Dec 18, 2025

Government Level

State & Local

Status

Closed

Ref. #

46-028

Original Source

Join to Access Full Details

Bid Inquiries

Join to Access Full Details

Bid Documents

Join to Access Full Details

Project Description

Bid Number:	46-028
Bid Title:	East Hall Library Opening Day Collection
Category:	Bids & Proposals
Status:	Open

Description: Request for Qualifications with Price Proposal RFQ/P #46-028 For the provision of East Hall Library Opening Day Collection Hall County, Georgia (herein “County”), a municipal entity of the State of Georgia, located at 2875 Browns Bridge Road, Gainesville, GA 30504, is seeking qualified Vendors to provide a shelf-ready opening day collection for the East Hall Library that is currently under construction (herein “Services”). Schedule of Events: Bid Post Date : Friday, November 14, 2025 Bidder’s Questions Due Date: Wednesday, December 3, 2025 Response to Bidder Questions Due: Monday, December 8, 2025 Bid Due Date: Thursday, December 18, 2025, by 2:00pm Bidding Process: Hall County is now accepting sealed bids from qualified Vendors (herein “Bidder” or “Vendor”) for the Services in the County’s Purchasing Division on the fourth (4 th ) floor of the Hall County Government Center, located at 2875 Browns Bridge Road, Gainesville, GA 30504 until 2:00pm EST on Thursday, December 18, 2025. All bid packets must be sealed and be time and date stamped by the Hall County receptionist located on the 4 th floor to be considered. General Qualifications: Bidders must be in the regular business of providing similar Services. Bidders must be licensed and insured in the State of Georgia. Pre-Bid Meeting: Not required for this solicitation . Term: The contract term will be from the issuance of a Notice to Proceed until substantial completion and final inspection by the County’s project manager listed herein. Questions: All communications must be directed solely to Andy Youngblood, Issuing Officer at For security reasons, you must enable JavaScript to view this E-mail address. for questions or clarifications of the RFQ/P requirements. Addenda: If needed and in the best interest of the County, the Purchasing Division may make an extension of the bidding period by a formal written addendum and publicly posted on the County’s website. All addenda must be signed by the Bidder and returned with the bid packet. Taxes : The County is exempt from State of Georgia Local Sales and Use Tax. The Bidder understands and acknowledges that it is responsible for any sales and use taxes it may incur. The Bidder will not charge or invoice the County any sales and use tax as a separate line item. The Contractor may request a copy of the County’s Georgia Sales and Use Tax Exemption Certificate. Bonds: Not required. Publication Date/Time: 11/14/2025 8:49 AM Publication Information: The Gainesville Times, Hall County Website, Georgia Procurement Registry Closing Date/Time: 12/18/2025 2:00 PM Submittal Information: See below Bid Opening Information: 12/18/2025 at 2:00pm Contact Person: Andrew Youngblood [email protected] Download Available: See below Business Hours: Monday-Friday 8:00am - 5:00pm Related Documents: RFQP 46-028 East Hall Library Opening Day Collections bid packet

Attachment Preview

Hall County Government

FINANCIAL SERVICES

PURCHASING DIVISION

POST OFFICE DRAWER 1435

GAINESVILLE, GA 30503

t: 770.535.8270 | f: 770.531.6711

FINANCIAL SERVICES DIRECTOR

Taylor Samples, CPA

ASSISTANT FINANCE DIRECTOR

Elizabeth White

PURCHASING MANAGER

Andy Youngblood

Request for Qualifications with Price Proposal

RFQ/P #46-028

For the provision of

East Hall Library Opening Day Collection

Hall County, Georgia (herein “County”), a municipal entity of the State of

Georgia, located at 2875 Browns Bridge Road, Gainesville, GA 30504, is

seeking qualified Vendors to provide a shelf-ready opening day collection

for the East Hall Library that is currently under construction (herein

“Services”).

Schedule of Events:

Bid Post Date: Friday, November 14, 2025

Bidder’s Questions Due Date: Wednesday, December 3, 2025

Response to Bidder Questions Due: Monday, December 8, 2025

Bid Due Date: Thursday, December 18, 2025, by 2:00pm

Bidding Process: Hall County is now accepting sealed bids from

qualified Vendors (herein “Bidder” or “Vendor”) for the Services in the

County’s Purchasing Division on the fourth (4th) floor of the Hall County

Government Center, located at 2875 Browns Bridge Road, Gainesville,

GA 30504 until 2:00pm EST on Thursday, December 18, 2025. All bid

packets must be sealed and be time and date stamped by the Hall County

receptionist located on the 4th floor to be considered.

General Qualifications: Bidders must be in the regular business

of providing similar Services. Bidders must be licensed and insured in the

State of Georgia.

Pre-Bid Meeting: Not required for this solicitation.

Term: The contract term will be from the issuance of a Notice to Proceed

until substantial completion and final inspection by the County’s project

manager listed herein.

Questions: All communications must be directed solely to Andy

Youngblood, Issuing Officer at andrew.youngblood@hallcounty.org for

questions or clarifications of the RFQ/P requirements.

Addenda: If needed and in the best interest of the County, the Purchasing

Division may make an extension of the bidding period by a formal written

addendum and publicly posted on the County’s website. All addenda must

be signed by the Bidder and returned with the bid packet.

Proposal Documents: Bidders may obtain all submittal documents at no

cost via the County’s Website at https://www.hallcounty.org/Bids.aspx,

then click the link for East Hall Library Opening Day Collection and download all required

documents under “Related Documents”. Any addenda will also be posted in this same area.

Bidders are responsible for checking the County’s website for addenda.

Bid Response: The County considers a bid response as an irrevocable offer, valid for a period

of ninety (90) days from submission. The County reserves the right to reject all proposals, in full

or part, and to negotiate fees, conditions, or other terms with the Bidder(s) submitting the overall

best scored proposal. The County reserves the right to cancel this RFQ/P in its entirety if in the

best interest of the County. The County may waive nonmaterial irregularities, informalities, and

errors and may seek clarification of such.

Cost Proposals: Bidder’s cost shall be fixed and firm for the contract term.

Public Reading: Bid openings are open to the public and to Bidders. Bidders are not required to

attend but may do so. The Issuing Officer named herein, or another Purchasing team member,

will open and publicly read all Bidder’s company names, their locations, and proposed costs on

the date, time, and at the address above. Cost will not be read at this time.

Request for Clarification: The County reserves the right to request clarification or additional

information provided by any Bidder. The County may also request in-person or virtual

presentations, interviews, and may choose to enter into negotiations with potential Bidders as

needed.

Bid Retention: Bidders may not withdraw their bid after the bid opening. Bids must be valid for

ninety (90) calendar days. All forms, documents, and exhibits attached hereto must be completed

and returned with the bid. The County reserves the right to retain all proposals submitted and use

any idea(s) in a proposal regardless of contract award or not. The County shall have the right to

waive any informality or irregularity of immaterial deviation, omissions and clerical errors in any

bid received.

Legally Binding Agreement: The County and the awarded Bidder shall enter into a formal

agreement; substantially in the form of the attached Exhibit B – Contract for Services. Contracts

are only valid if they are signed by the County’s Chairman of the Board of Commissioners, or

his/her designee, and the awarded Bidder. Bidders must sign the Exhibit B – Contract for Services

and submit it with their bid responses. All questions regarding the contract, redlines, and

exceptions must be submitted in writing to the Issuing Officer prior to the Bidders’ Questions Due

Date listed above. If there are no written objections or exceptions, then the County will understand

this as an affirmative acceptance of the Scope of Work as it is presented.

BID EVALUATION

Evaluation and Selection: The County will evaluate all submittals in accordance with the Official

Code of Hall County, Georgia 3.10, and as further detailed herein. The County will evaluate

proposals using a two-step process: The first is the “Technical Qualifications Proposal” that

outlines the bidding firm’s qualifications, experience, and its approach to deliver the services. The

second is the “Cost Proposal”, whereby the evaluation committee will evaluate the proposed cost

for the Services to determine the best value for the County.

Award Process: The County reserves the right to reject any or all bids, in whole or part, or to

select any Bidder, without liability on part of the County to the Bidder, to complete the described

work. The County intends to award the contract to one (1) company that it deems to be the most

responsible and responsive Bidder to perform all the work described herein. Lead times and

length of time to complete the work may also be a factor in award. The County will not make an

award of contract solely based on lowest cost bid, but also on approach, references,

qualifications, and other subjective criteria as the County may deem necessary and determine at

its sole discretion.

Technical Qualifications Evaluation: Bidders must answer all scored questions found on

Exhibit G – Scored Questions, which are weighted and will be scored by the County’s evaluation

committee. The County’s evaluation committee will score and assign point values to the answers.

The total maximum points are set at 1,000. The County has assigned an 80/20 split for scoring

points; eight hundred (800) points (80%) available for Technical Qualifications, and two hundred

(200) points (20%) available for the cost proposal. The Bidder with the highest total point score

closest to 1,000 will be the apparent contract award winner.

Unanswered questions will earn a 0-point score. The Bidder’s response should limit answers

directly to the questions asked. Each answer will be scored on a scale of twenty-five (25)

percentage points as shown:

Excellent = 100%

Good = 75%

Adequate = 50%

Marginal = 25%

Poor = 0%

In addition to the space provided on Exhibit G – Scored Questions, Bidders may expand their

answers to the questions onto separate pages if needed with the question repeated at the top of

each page. Bidders may input “see attached” in the space provided next to each question.

Responses to the questions should be clear and concise. Where appropriate, Bidder’s should

show statistical information in a tabular chart format and textual information in bullet point format.

Summarize key points at the beginning of each answer. All quantitative material should include

complete assumptions and be supported by detailed schedules evidencing all calculations and

results.

Provide one-sided documents only. Do not include superfluous marketing brochures or

unnecessary promotional materials. These will not be evaluated. Address each specific question

with direct, detailed answers.

BIDDER RESPONSE

Technical Qualifications: Bidders must provide a total of four (4) hard paper copies of their

technical qualifications: one (1) marked “Original” and three (3) marked “Copy”. Submit all four

(4) hard paper copies in a sealed envelope(s) separate from the Cost Proposal.

Cost Proposal

Bidders are to also submit one (1) hard paper copy of their Exhibit C – Cost Proposal Worksheet.

Electronic signatures on bid documents are acceptable; however, hard copies of the bid response

are required, as stated above.

Combined Digital Response

Bidders must provide their responses on one (1) USB drive with two (2) folders therein: one (1)

entitled “Technical Qualifications Response” and one (1) entitled “Cost Proposal”. Do not include

the cost proposal in the technical qualifications folder.

Cost Evaluation: This solicitation is heavily focused on a Bidder’s qualifications, experience, and

capabilities. Therefore, award may not be made solely based on the lowest cost bid. Cost will be

given more importance when all other evaluation criteria are relatively equal.

Cost is not the only consideration for award. If, in the County’s sole discretion, qualifications

between two (2) or more Bidders are equal, then the County may make an award to the lowest

cost Bidder among them. The County will evaluate cost as presented on Exhibit C – Cost Proposal

Worksheet. Any and all fees should be detailed in the response.

Validation: Hall County requires that Bidders provide a cover letter with a signature by an officer

of the firm with the submittal to ensure its originality.

Mandatory Documents: Bidders must complete and return all forms, documents, and exhibits

attached herein with their bid proposals. Failure to do so may deem the proposal non-responsive

and the County may not evaluate it for award.

Non-Collusion Requirement (Cone-of-Silence): Bidders must not have contact of any nature

with other Bidders, County staff members (except for the Issuing Officer), Library staff, elected

officials, nor County Commissioners during the RFQ/P evaluation process. The County may deem

such as collusion, thus rendering the submission in violation of the Official Code of Hall County,

and therefore the County may deem the proposal as non-responsible and not evaluate the

proposal for an award.

By submitting a proposal, the Bidder represents and warrants that no official or employee of Hall

County Government 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.

County Consultants: From time to time, the County may select an outside consultant at its own

discretion who will act under the direction of County’s Project Manager. The consultant will have

full authority to act on behalf of the County; however, the consultant may not solicit goods and

services on behalf of the County without prior written approval from the County. Contractors

MUST follow all specification sections prepared by the County’s consultant, and Contractors

MUST allow the consultant to inspect the work.

Taxes: The County is exempt from State of Georgia Local Sales and Use Tax. The Bidder

understands and acknowledges that it is responsible for any sales and use taxes it may incur.

The Bidder will not charge or invoice the County any sales and use tax as a separate line item.

The Contractor may request a copy of the County’s Georgia Sales and Use Tax Exemption

Certificate.

Bonds: Not required.

Table of Contents

1.0 INTRODUCTION

2.0 STATEMENT OF NEED

3.0 GENERAL TERMS AND CONDITIONS

4.0 SCOPE OF WORK

5.0 SUBMISSION OF PROPOSALS

6.0 RFQ/P RESPONSE PREPARATION

7.0 SELECTION PROCESS

7.0 STEPS TO AWARD

8.0 EXHIBITS AND ATTACHMENTS

* Disclaimer: Government BidHub provides information on bids, RFPs (Requests for Proposals), and RFQs (Requests for Qualifications) solely for convenience and informational purposes. This site is not an official public notice board. For official details, responses, or inquiries, please contact the relevant government agency directly.