Eagle View Road Culvert Extension

CITY OF
HENDERSONVILLE
101 MAPLE DRIVE NORTH
HENDERSONVILLE, TN 37075
REQUEST FOR BIDS
PROJECT NAME:
Eagle View Road Culvert Extension
ISSUE DATE: June 30, 2026
QUESTIONS DUE: July 21, 2026 AT 4:00 PM
ADDENDUM POSTED (IF NEEDED): July 23, 2026
SUBMITTALS DUE: July 30, 2026 AT 2:00 PM
BID NO. 27-0001
JAMIE CLARY, MAYOR
CITY OF HENDERSONVILLE
PUBLIC WORKS DEPARTMENT
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City of Hendersonville
Public Works Department
PROJECT NAME:
Eagle View Road Culvert Extension
TABLE OF CONTENTS
DESCRIPTION: PAGE NUMBER:
Request for Bids 1
Table of Contents 2
Invitation to Bid 3
Bid Submittal Checklist 4
Bidding Instructions 5-7
General Conditions 8-10
Specifications 11
Special Project Conditions 12-14
Bid Proposal Submittal Form 15
Bid Proposal Submittal Form (Page 2) 16-17
Title VI Compliance 18
Plans 19-50
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INVITATION TO BID
The City of Hendersonville is accepting separate bids for the Eagle View Road Culvert
Extension project
Specifications may be obtained by email request to Todd Baun with the Public Works
Department at tbaun@hvilletn.org or by paper copy from the Public Works Department,
Hendersonville City Hall, 101 Maple Drive North, Hendersonville, TN 37075.
Sealed bids must be submitted by July 30, 2026, for the opening at 2:00 PM (CST), at which
time they will be opened in the Conference Room 1 at Hendersonville City Hall, 101 Maple Drive
North, Hendersonville, Tennessee 37075.
The City reserves the right to reject any and all bids and to waive informalities or technicalities.
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BID SUBMITTAL CHECKLIST
Project Name: Eagle View Road Culvert Extension
Solicitation Number: 27-0001
Company Name:
The Bidder is responsible for ensuring that all required documents are submitted with its response. Failure
to provide required documentation may result in the response being deemed nonresponsive.
Please check all items included with your submission.
Completed Bid Submittal Checklist
Contractor and Applicable Subcontractor License Information Included on the Outside of Sealed Bid
Envelope in accordance with TCA 62-6-119
Completed Bid Proposal Submittal Form (Page 1), including Prime Contractor and Applicable
Subcontractor License Information
Completed and Signed Bid Proposal Submittal Form Pricing Sheet (Page 2)
Acknowledgment of All Addenda Issued (if any)
Acknowledgment of Liquidated Damages Requirement ($250/day)
Proof of Insurance or Evidence of Insurability (meeting or exceeding bid requirements)
List of Relevant Equipment (required per Bidding Instructions #6)
Qualifications Statement / Company Capability Information (required per Bidding Instructions #6)
Acknowledgement of Performance Bond and Payment Bond Information Requirement
Title VI Compliance Form (Voluntary - Not Required for Submission or Evaluation)
Proposed Project Schedule with Anticipated Working Days
CERTIFICATION
The undersigned certifies that this checklist has been reviewed and that all required documents have
been included in the submission. The Bidder understands that submission of this checklist does not
relieve the Bidder of responsibility for complying with all requirements contained in the solicitation.
Authorized Representative:
Title:
Signature: Date:
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BIDDING INSTRUCTIONS
Sealed bids will be received by the City of Hendersonville Finance Department for furnishing all
materials and supplying of all labor necessary to provide Eagle View Road Culvert Extension in
the City of Hendersonville City Limits.
Copies of the specifications and contract documents may be examined and obtained at the Public
Works Department, located at Hendersonville City Hall, 101 Maple Drive North, Hendersonville,
Tennessee 37075.
For further information, contact, Todd Baun, Project Manager , tbaun@hvilletn.org or 615-822-1016
BIDDING REQUIREMENTS
1) Bid proposals will be received by the City of Hendersonville Finance Department,
located at Hendersonville City Hall, 101 Maple Drive North, Hendersonville,
Tennessee 37075, no later than 2:00 PM on July 30, 2026 Bids must be submitted in
the format shown below. Bids received after this time and/or bids improperly submitted
shall be returned to the bidder unopened. Telegraphic bids will not be accepted.
2) The following information shall be clearly noted on the outside of the sealed bid
envelope in accordance with TCA 62-6-119:
1.) Project Name: Eagle View Road Culvert Extension
2.) Bidder's Name:
3.) Business Address:
4.) Business Telephone:
5.) Bidder's Email:
6.) Prime Contractor's License Number:
7.) License Classification:
8.) License Expiration Date:
In accordance with TCA 62-6-119, if applicable, the following subcontractor
information shall also be listed on the outside of the sealed bid envelope:
Electrical Subcontractor Name, License Number, Classification and Expiration Date (for
electrical work of $25,000 or more)
Plumbing Subcontractor Name, License Number, Classification and Expiration Date (for
plumbing work of $25,000 or more)
HVAC Subcontractor Name, License Number, Classification and Expiration Date (for
HVAC work of $25,000 or more)
Masonry Subcontractor Name, License Number, Classification and Expiration Date (for
masonry work of $100,000 or more)
3) Bidder shall be properly licensed as a Tennessee Contractor in accordance with Tennessee
Code Annotated 62-6-119 and shall maintain such license in good standing throughout
the duration of the project.
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4) Bidder shall be a business properly licensed by the State of Tennessee.
5) Contractor shall provide proof of insurance prior to commencing with work.
6) All bidders must submit their qualifications and list of relevant equipment with their bids.
Failure to do so may be cause for the rejection of the bid.
7) Bidder agrees, if awarded the contract to:
a. Commence physical work on the project within ten (10) calendar days from the
date of issuance of the formal Notice to Proceed.
b. Liquidated Damages Rate: Accept the assessment of liquidated damages at a
baseline rate of $500.00 per day. However, the parties agree that the final daily
charge shall be determined and assessed dynamically in strict accordance with the
schedule set forth in Subsection 108.09 (Failure to Complete the Work on Time)
of the Tennessee Department of Transportation (TDOT) Standard Specifications
for Road and Bridge Construction (latest edition), should the final Original
Contract Amount dictate a higher daily rate.
c. Accrual of Damages: Agree that for the purposes of calculating total liquidated
damages, charges shall accrue on a Working Day basis (as defined by TDOT
Standard Specifications). Charges will begin on the day immediately following the
expiration of the Contract Time and will continue to accumulate up to the exact
date that Substantial Completion is formally acknowledged and accepted in
writing by the Owner.
8) Contract/Project Administration: The Project Manager, or their designated
representative(s), shall serve as the owner's representative. All requests, correspondence
and submittals pertaining to this contract shall be addressed, in writing, to the attention
of:
Todd Baun, Project Manager
Public Works Department
101 Maple Drive North
Hendersonville TN 37075
9) The City reserves the following rights:
Waive any informalities
Reject any or all bids
Award to the bidder that best meets the needs of the City of Hendersonville
Make multiple awards, if applicable, if it is deemed to be in the best interest of the
City.
10) NOTE: The cost of required insurance is not a separate bid item and as such must be
included within the bid at an appropriate rate applied to all items.
11) All addenda issued prior to bid opening shall become part of the contract documents. It is
the bidder's responsibility to confirm receipt of all addenda.
12) Bidder agrees that prices will be good for one hundred twenty (120) days to allow review
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of the submittal and through the duration of a signed contract.
13) PERFORMANCE AND PAYMENT BONDS
For contracts exceeding One Hundred Thousand Dollars ($100,000), the successful bidder
shall furnish Performance and Payment Bonds in accordance with Tennessee Code
Annotated 12-4-201. Bonds shall be in an amount equal to one hundred percent (100%)
of the contract price unless otherwise specified by the City. Bonds shall be issued by a
surety company licensed to do business in the State of Tennessee and acceptable to the
City of Hendersonville.
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GENERAL CONDITIONS
A. CONTRACTOR'S DUTIES
All work performed under this contract shall be performed in accordance with all
provisions of the specifications. Any deviations from the specifications must be approved
in writing by the owner or his representative, prior to performance. The contractor in
writing shall, immediately upon discovery, bring to the attention of the owner any
conflicts which May occur among the various provisions of the specifications. The owner
shall resolve such conflicts as soon as possible. Failure of the contractor to bring conflicts
or exceptions to the attention of the owner shall allow the owner to require any changes
deemed necessary, before acceptance by the owner.
B. MATERIALS
All materials supplied by the Contractor under the provisions of these specifications shall
be new materials of the kind and character called for by the specifications. Materials not
matching the specifications shall be replaced, in a manner satisfactory to the owner, at the
Contractor's sole cost. All materials to be furnished under these specifications shall be the
standard product of a manufacturer regularly engaged in the production of such material
and shall be the manufacturer's current standard product and shall be delivered to the site
with appropriate tickets given to the owner.
C. CONTRACT DURATION
Prices shall remain in effect for the duration of the project to sixty (60) days after the final
payment has been issued by the City of Hendersonville.
D. DISPUTES
For the purpose of this contract, all disputes arising from this contract, or its
interpretation shall be in writing address to the Public Works Director. The Public Works
Director's decision shall be final.
E. UNIT PRICES
The unit price for each of the several items in the proposal of each bidder shall include its
pro-rata share of overhead and incidental costs; so that the sum of the products obtained
by multiplying the quantity shown for each item by the unit price bid represents the total bid.
Any bid not conforming to this requirement may be rejected as incomplete. Special
attention of all bidders is called to this provision, should conditions make it necessary to
revise the quantities, no limit will be fixed for such increased or decreased quantities;
no extra compensation allowed.
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F. INSURANCE REQUIREMENTS
Contractors must possess the following insurance to be considered as a responsive bidder:
Worker's Compensation: $1,000,000
Employer's Liability:
Each accident: $1,000,000
Disease, policy limit $1,000,000
Disease, each employee $1,000,000
General Liability:
Each occurrence: $1,000,000
Aggregate: $2,000,000
Automobile Liability: $1,000,000
Professional Liability:
Each claim: $1,000,000
Aggregate: $2,000,000
G. PAYMENT TO THE CONTRACTOR
Contractor shall as soon as practical, after final acceptance by the City, submit an invoice
for the amount of work done and the value thereof. The invoice shall contain the following
information: Purchase order number, location of work, quantities of each item in place,
cost of each unit of work, and total amount due, on the Contractor's invoice form. Final
quantities for each individual work assignment shall be checked, approved, and signed by
the Public Works Director and/or an official representative of the City of Hendersonville.
After such approval, the City of Hendersonville shall pay, or cause to be paid the
contractor, in the manner provided by law, the entire sum so found to be due hereunder.
H. GENERAL
Successful bidder shall obtain a valid City of Hendersonville business license, prior to
beginning any work.
Time for Completion: The Contractor will have 60 working days for this project. The
Contractor once started will complete each assignment in a timely manner and will
maintain a work force consistent to accomplish the project from start to finish.
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The City reserves the right to reject all or portions of any project which contains defective
materials and/or workmanship. Final inspection of the materials and workmanship shall
be made as promptly as practicable, but failure to inspect and accept or reject materials or
workmanship shall not impose liability on the City of Hendersonville for such materials
or workmanship which are not in accordance with specifications. Prior approval must be
obtained in the event necessity requires the use of materials or supplies not conforming to
the specifications. Payment may be made at a proper adjustment in price.
Protection of Persons and Property: The Contractor shall be responsible for any/ all
injuries or damages to persons or property that may occur in connection with the
performance of work under this contract. He shall take all necessary precautions and
exercise adequate diligence to prevent injuries or damages of any nature to persons or to
property of others during the prosecution of this contract. The Contractor shall defend
the City of Hendersonville against any and all claims which may arise from the
performance of this contract.
Warranty: The Contractor hereby warrants and guarantees to the City that all materials,
equipment, and workmanship furnished under this Contract shall be of good quality, new
unless otherwise required, free from faults and defects, and in strict conformance with the
Contract Documents. The Contractor agrees to repair, replace, or restore any defects or
damages to the Work, as well as any adjacent work disturbed as a result of such defects,
that appear within a period of three (3) years from the date of final acceptance or
substantial completion, at no cost to the City.
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