City Hall Structured Cabling RFB

Location:	Tennessee
Posted:	Aug 13, 2026
Due:	Sep 1, 2026
Agency:	Collegedale city
Type of Government:	State & Local
Category:	65 - Medical, Dental, and Veterinary Equipment and Supplies
Publication URL:	To access bid details, please log in.

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Request for Bids

City of Collegedale

4910 Swinyar Dr Collegedale, TN 37363

PO Box 1880 Collegedale, TN 37315

General Terms and Conditions

The City of Collegedale requests bids from qualified vendors interested in providing

structured cabling replacement and upgrades of the City Hall building located at 4910

Swinyar Dr.

This project includes:

Structured cabling – approximately 260 drops in multiple locations throughout the building,

the majority are alongside existing legacy cabling which will have to stay in place until the

cutover to the new cabling/switches.

Add/Move/Change – there may be some change requests during the project

Removal of old cabling – after cutover, removal of all old cabling to include coax, telecom,

and network cabling.

Network rack – a suitable 2 post free standing rack with appropriate cable management

shall be provided. The desired configuration is to have a patch panel above and below

each 48-port switch with vertical and horizontal cable management integrated for patch

cables to be routed to the appropriate switch port.

1. Preparations of Bids

1.1. Bids must be submitted with the initial submission, as specified in this Request for

Bids (“RFB”). The proposal must be mailed or delivered to City of Collegedale, Attention:

Thomas Cook, 4910 Swinyar Dr, Collegedale, TN 37363, no later than 9:30AM September 1,

2026. The bids will be publicly opened at City Hall at 10:00AM, September 1, 2026.

1.2. Bidders are instructed to carefully read all terms, conditions and specifications set

forth in the RFB. Each bidder should furnish all information requested in the RFB.

2. Submission of Bids

2.1. Any bid received after the designated time, will be deemed late and will not be

considered by the City of Collegedale.

2.2. Confidential Material – Any material to be considered as confidential must be clearly

marked as such and will be treated as such by the City of Collegedale to the extent

allowable. Bidders should be aware that the City is subject to state open records laws.

3. Specifications

3.1. Bidders may, and are encouraged to if necessary, include documentation that clearly

explains their provided responses.

3.2. The expectation is that responses match the exact specifications listed in this RFB.

Any deviation from the named specifications must be clearly noted on the bid document

and clearly explained on the “Discrepancies Page” included with this RFB. The City of

Collegedale shall determine at its sole discretion whether substitution, modifications, or

deviations of the requested specifications are comparable to those contained within the

RFB. If The City of Collegedale determines that the substitutions, modifications, or

deviations from the specifications are not in compliance, they may reject the bid.

3.3. A vendor’s failure to deliver any item(s) outlined in their RFB response may result in

cancellation of the purchase and permanent removal from future invitations to respond.

If any item(s) do not meet RFB specifications, the item(s) will be removed at the awarded

vendor’s expense from the premises of The City of Collegedale.

3.4. It is the respondent’s responsibility to ensure they have a complete understanding of

these specifications. If the respondent does not have a clear and complete understanding

of the outlined specifications, questioned can be answered by emailing

tcook@collegedaletn.gov.

3.5. If there is an error in the description or specifications contained in this RFB, the City of

Collegedale reserves the right to notify each of the respondents independently of needed

modifications. The City of Collegedale may require all RFB respondents to come into

compliance with the identified modification(s). In the case of an error in the specifications

or the descriptions, The City of Collegedale further reserves the right to cancel this RFB and

release a new RFB altogether.

3.6. A respondent’s omissions of any provision in the RFB will not relieve the respondent of

any responsibility or obligation as detailed in this RFB.

3.7. A pre‐award, on‐site meeting, walkthrough and Q & A session to better understand the

needs of The City of Collegedale will be held on August 24, 2026 at 10:30 am. Attendance

at this pre-award meeting, held at 4910 Swinyar Dr, will be factored in determining the

awarded vendor.

3.8. The City of Collegedale will not be liable for any cost incurred by the respondents in

preparing responses to this bid or negotiations associated with the award of a contract.

4. Prices Quoted

4.1. Bid responses must include all charges, excluding Change Request(s). The City of

Collegedale will not allow any charges which fall outside the awarded vendor’s submitted

proposal except for approved Change Request(s).

5. Subcontracting

5.1. Subcontracting will be permitted under This agreement only if the company can

provide a cable Manufacturer Certified Installation Warranty and with the written consent

of the City of Collegedale. Acceptance by the City of Collegedale of an offer with

subcontracting proposed shall constitute consent to such subcontracting. Consent by

Collegedale to a proposed subcontractor shall not (1) constitute a determination of

acceptability of any subcontract terms and conditions, or (2) relieve contractor of any of its

responsibilities to the city under the contract.

6. Awards

6.1. The City of Collegedale reserves the right to accept or reject any part of a submitted

bid, to accept the entire bid from one bidder, to accept portions of the bid from several

bidders, or to reject all bids submitted. The city reserves the right to award the bid under

the most beneficial and economic terms for Collegedale.

6.2. It is anticipated that a contract will be made with the provider whose proposal is

determined to be in the overall best interest of Collegedale. The main evaluation

considerations are defined more clearly below and may include items such as:

• the overall best pricing for product and services

• total cost of implementation

• proposer’s experience with other municipalities and businesses

• vendor’s proximity (business location) to Collegedale

• awarded vendor’s overall performance record, including responsiveness and

reputation based upon feedback from available references

• the perceived quality of the vendor’s response, including completeness, accuracy

and appropriateness

• stability/risk of the vendor, including assessment of risk that they may not be able to

fulfill responsibilities

6.3. If after the award of the bid there is a decrease in the price of a product from the

Manufacturer, or a rebate, the successful bidder will pass that price decrease and/or rebate

onto the City of Collegedale.

6.4. This RFB does not obligate the City to award a contract, to pay for any costs incurred in

the preparation of a proposal, or to procure or contract the services or supplies. The City of

Collegedale reserves the right to accept or reject any or all proposals received as a result of

this request, to negotiate with any qualified source, or to cancel in part or in its entirety the

“Request for Proposal” if it is in the best interest of Collegedale.

6.5. Any contact or attempt to contact any City employee, other district contractor, or

Commissioner for the purpose of securing privileged information or advantages in the

proposal process will result in disqualification of the vendor.

7. Contract

7.1. Each bidder is responsible for having knowledge and understanding of any Tennessee

procurement laws, or Collegedale regulations or policies pertaining to procurement.

Should any dispute arise because of a bid, the dispute will be settled in accordance with

the Laws of the State of Tennessee.

7.2. Whether or not a dispute arises, under no event will the City of Collegedale be liable to

any vendor for costs incurred by such vendor in responding to this “RFB”.

8. Invoicing

8.1. Payment will be made by Collegedale after installation and acceptance of all items.

However, final acceptance will not be made until after inspection and approval by the

Collegedale authorized representative.

8.2. The successful vendor will be required to supply an original invoice and to reference all

invoices to the purchase order to which they pertain.

8.3. No invoice will be processed for payment until such time as all contractual obligations

have been met and/or items ordered have been received and approved by the Collegedale

authorized representative.

8.4. The City of Collegedale is a tax-exempt entity; Tax Exemption Certificates will be

furnished upon request.

8.5. Collegedale will issue payment within thirty (30) days of final acceptance.

9. Insurance

9.1. The Awarded vendor shall assume the full duty, obligation, and expense of obtaining

and maintaining necessary insurance while providing services to Collegedale under the

requirements of this RFB and any addendum. The Awarded vendor shall be fully liable to

provide and maintain in force during the life of this contract coverage as will assure

Collegedale the protection contained in the foregoing indemnification provision

undertaken by the Awarded vendor. Such policies shall be issued by United States

Treasury-approved companies authorized to do business in the State of Tennessee and

having agents upon whom service of process may be made in the Customer and shall

contain as a minimum, the following provisions, coverage, and policy limits of liability.

9.2. The awarded vendor shall not commence work under this Contract until it has

obtained all the insurance required hereunder. Nor shall the awarded vendor allow any

subcontractor to commence work on its Subcontract until all similar insurance required of

subcontractor has been obtained

9.3. General Liability Insurance shall protect the City of Collegedale, its subcontractors,

agents, and employees, from claims for damages. General Aggregate shall not be less than

One Million Dollars (U.S. $1,000,000.00) and it shall apply in total to this project only.

Products

9.3.1. Comp/GP Aggregate coverage shall not be less than One Million Dollars

(U.S.$1,000,000.00).

9.3.2. Personal & ADV Injury coverage shall not be less than One Million Dollars

(U.S.$1,000,000.00). Each Occurrence shall not be less than One Million Dollars

(U.S.$1,000,000.00).

9.3.3. Fire Damage coverage shall not be less than Fifty Thousand Dollars (U.S. $50,000.00)

on any one (1) fire.

9.3.4. Medical Expense shall not be less than Five Thousand Dollars (U.S. $5,000.00) on

any one (1) person. Broad Form Property Damage coverage shall include completed

operations.

9.4. Worker’s Compensation Insurance Workers’ Compensation and Employer’s Liability

Workers’ Compensation and Employer’s Liability Insurance shall meet minimum

requirements set by the State of Tennessee, but in no case less than Five Hundred

Thousand Dollars (U.S. $500,000.00).

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