Richland Gym Project Renovation - Bid Invite

received in the Portland City Hall Council Chamber, until, but no later than 3:00 P.M. CST, Sept 10, 2026,

and then publicly opened and read aloud for a Richland Gym Project Renovation. If you are an individual

with a disability and require a reasonable accommodation or have additional questions regarding this

invitation, please notify Jamie White at 615-325-6464 Email: For security reasons, you must enable JavaScript to view this E-mail address.

No bid may be withdrawn after the scheduled closing time for receipt of bids for sixty (60) calendar days.

Bid Instructions

To be considered, you must:

1. A completed bid sheet as provided with this invitation together with an explanation of

any exceptions taken to specifications or additional conditions of the bid.

2. Copies of warranty information, other requirements as may be included herein and any

additional information pertinent to properly evaluate the bid.

3. All forms must be signed by a representative of the bidder with the authority to bind the

bidder.

4. All required documents shall be returned to:

Portland City Hall 100 South Russell Street, Portland, TN 37148

Addressed to Rachel Slusser

Mark outside of envelope with Invitation to Bid Richland Gym Project Renovation and opening date of

bid September 10, 2026.

Time is of the essence and any bid received after the announced time and date for submittal, whether by

mail or otherwise, will be rejected. The time of receipt shall be determined by the City Finance’s Office.

Bidders are responsible for ensuring that their bids are stamped by City Finance’s Office personnel before

the deadline indicated. Late bids received will be so noted in the bid file and the bid will be returned

unopened. Faxed or E-mailed bids will not be accepted.

Nothing herein is intended to exclude any responsible vendor, his product or service or in any way restrain

or restrict competition. On the contrary, all responsible vendors are encouraged to bid and their bids are

solicited. All costs associated with the preparation or delivery of a response to this invitation shall be borne

solely by the bidder. The City of Portland is compliant with Title VI of the 1964 Civil Rights Act and as a

result does not discriminate on the grounds of race, color or national origin nor does it excluded from

participation in, or denies the benefit of any program or activity receiving federal financial assistance.

All cost associated with the preparation of this bid or its delivery shall be borne solely by the bidder.

1. SCOPE

The Richland Gym Renovation consists of the selective demolition and interior renovation of a

portion of the existing gymnasium facility. Work includes the complete demolition of the designated

interior area and the construction of new spaces consisting of a men's restroom, women's restroom,

storage room, and a multipurpose event/conference room.

The project includes all associated architectural, structural, mechanical, electrical, and plumbing work

required to complete the renovation, including new interior partitions, doors, finishes, fixtures, and

building systems as indicated in the Contract Documents. All work shall be coordinated with the

existing building and performed in accordance with the Drawings, Specifications, and applicable

codes and regulations.

GENERAL CONDITIONS

1. Acceptance of Bids: The City of Portland reserves the right to reject any and all bids, to waive any informal

technicalities or defects, the scope and nature of which it shall be the sole judge, in any bid, insofar as such

technicality or defects do not legally, materially or substantially change such bid. The said City, unless otherwise

specified by the bidder, reserves the right to accept any item on bid.

If the bidder fails to state the time within which a bid must be accepted, it is understood and agreed that

said City shall have ninety (90) days from bid opening date in which to accept bid.

2. Error in Bid: In case of error in the extension prices in the bid, the unit price governs. No bid shall be altered,

amended or withdrawn, unless the acceptance date has expired, after the opening date of bids. Negligence on

the part of the bidder in preparing the bid confers no right for withdrawal of the bid after it has been opened.

3. Signatures on Bids: Each bid must contain the full name and business address of the bidder. Any person

signing a proposal sheet for himself or as agent, employee or officer of another must show his title and, if

requested by the City shall furnish proof of his authority to make such proposal.

4. Alternate Manufacturer Bids: Alternate bids will be NOT be considered for this proposal.

5. Proposal Sheets: Bidders shall use the proposal sheets furnished by the City. Failure to submit this sheet as

required shall render the proposal invalid. Proposal sheets must contain prices on per unit and aggregate basis

and the total amount of the bid must be stated on the proposal sheet.

6. Federal or State Sales, Excise or Use Tax: Every bid shall separately state and set forth, therein the amount of

any and all Federal and State sales, excise or use taxes included in the bid prices. If any such taxes are included in

the prices bid, the City reserves the right in making the award to deduct any amount of such taxes thereof.

Where labor is required, the bidder shall state separately the amount of labor and materials.

7. Delivery: The number of calendar days in which delivery will be made after contract is executed and purchase

order placed shall be stated in the bid. When the bidder states no time delivery, it is understood and agreed that

delivery is to be made within fifteen (15) days after receipt of order, unless otherwise stated in the specifications.

8. Compliance: Contractor shall abide by all federal, state and local laws and statues and obtain all permits

required in number thirteen (13) of these conditions.

9. Specifications: It is understood that reference to attached specifications shall be sufficient to make the terms

of such specifications binding on the bidder. In some instances, the name of the manufacturer, a special brand, or

make of an item is used in describing the item or items desired; but this does not restrict the bidder

to that manufacturer or specific article unless the specifications dictate otherwise. A statement acknowledging

the name of the manufacturer or specific article as mandated in the specifications shall be made a part of the

proposal.

10. Inspection: Final inspection and acceptance or rejection will be made at the time of delivery, but all products

and workmanship shall be subject to inspection and test at all times and places. The right is reserved to reject

articles that contain defective material and workmanship. Rejected materials shall be removed by and at the

expense of the bidder promptly after notification of rejection. The City shall not be obligated to pay the full price

for any items that do not meet specifications; however, payment may be made at a proper reduction in price.

11. Bid Opening: Bids may be mailed or delivered to the Purchasing Agent for the City of Portland, Tennessee. All

bids will be opened and publicly read at a time specified within the invitation to bid. Bids received after the

specified time for opening, as shown on the invitation to bid, will not be accepted.

12. Cancellation: The City reserves the right to cancel an accepted bid or contract in whole or in part due to

nonperformance or defective products.

13. Permit Requirements: Successful bidder will be responsible for securing any necessary permits for complying with all required inspections whether local state or federal.

14. Financial Statements: Financial statements will be submitted upon request.

15. Term of Payment: Payment will be made in full after the satisfactory receipt of goods, materials, supplies, and equipment. Payment will be made in full upon satisfactory completion of all contractual services. Executed

contracts must specifically state if there is any partial payment or other deviation from this method of payment.

16. Complaints – Vendors: Vendors shall have the right to present a complaint, dispute or grievance concerning

unfair treatment, contracts, deliveries, payments, restrictions, and other incidents. The following steps are

intended to provide uniform procedures for a vendor to express a problem and obtain remedy.

a. Step One - Vendor must file a grievance with the Purchasing Agent no later than seven (7) calendar days

after the occurrence of the dispute or incident. The complaint must be in writing and include all

supporting data and desired solution or remedy. The Purchasing Agent will forward a copy of the

complaint with the user department who shall provide a written reply within thirty (30) days to the

Purchasing Agent who will review the response and if agreement forward the decision to the vendor.

b. Step Two – If the vendor is not satisfied with the Purchasing Agent’s response, the vendor may appeal in

writing to the City Finance within 10 days from the date of the Purchasing Agent’s response, who shall

with the advice of the City Finance and/ or City Attorney, make a written determination to all parties

involved. The City Finance’s decision shall be final

3. SPECIAL CONDITIONS

3.1 All items’ bids shall be FOB City of Portland, Parks & Rec Department, 100 South Russell Street,

Portland, TN 37148 or other designated department location within Portland city limits.

3.2  The recommendation for award will consider compliance with bid specifications, price, delivery

date, availability of parts and services, warranty and past performance of

vendor/ equipment.

4. INSURANCE

The awarded vendor shall purchase and maintain in force, at his own expense, if requested by the City

such insurance as will protect him and the City from claims which may arise out of or result from the

Vendor’s execution of the work, whether such execution be by himself, his employees, agents,

subcontractors, or by anyone for whose acts any of them may be liable. The insurance coverage shall

be such as to fully protect the Owner, the City and the general public from any and all claims for injury

and damage resulting by any actions on the part of the vendor or his forces as enumerated above. The

vendor shall furnish, if requested, a copy of an original Certificate of Insurance, naming City of Portland

as an additional insured. Should any of the policies be cancelled before the expiration date, the issuing

company will mail 30 days written notice to the certificate holder. The vendor shall furnish insurance in

satisfactory limits, and on forms and of companies that are acceptable to the City of Portland and shall

require and show evidence of insurance coverage on behalf of any subcontractors (if applicable),

before entering into any agreement to sublet any part of the work to be done as a result of awarding

this bid.

The following insurance requirements are the minimum that will be acceptable (unless otherwise

stated in #9 Specifications and Requirements):

1. Worker's Compensation Insurance – State statutory limits.

2. Commercial General Liability - Including products and completed operations coverage and

contractual liability on the amount of $1,000,000 CSL (combined single limit).

3. Commercial Automobile Liability including owned, non-owned and hired car in the

amount of $100,000 CSL.

5. LAWS, TAXES AND INDEMNIFICATION

The successful vendor shall comply with all applicable local, State and Federal laws. The vendor is further

responsible for all taxes associated with providing services under this contract to include all employment

related taxes. The vendor agrees to hold harmless and indemnify the City for any and all losses the City

may sustain as a result of the actions of the vendor, his employees, or any subcontractors hired as a

result of or performing work as a result of an awarded bid.

6. TIME OF THE ESSENCE - Time is of the essence in the performance of a resulting contract. Repeated delays

shall be interpreted as failure to meet obligations and shall be cause for cancellation of purchase order.

7. PAYMENTS - Payment will be made after all following conditions have been met:

7.1 As required by the Bidder, a deposit amount can be stated on the proposal which must

be approved by the City of Portland prior to executing the purchase order.

7.2 Within 14 days of presentation of an accurate invoice to the applicable department

director and completion of project as determined by department director, invoice will be

paid.

8. WARRANTYThe bidder shall supply with the bid package a description of all warranties pertaining to the bid

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Richland Gym Project Project Manual

Richland Gym Project Construction Documents