Large Meter Testing and Repair

INVITATION TO BID
Sealed bids for the following project will be received by the Procurement Manager until 4:00 P.M., Eastern Time,
September 15, 2026, and at that time publicly opened in City Hall Conference Room 436, 415 Broad Street,
Kingsport, TN. All bids will be considered for award or rejection at a later date.
PROJECT: Large Meter Testing & Repair
All Minority and Women-Owned contractors are encouraged to participate.
A bid bond or certified check in an amount equal to five percent (5%) of the total of the bid is required. Certified
checks should be made payable to City Treasurer, City of Kingsport. The successful bidder will be required to
execute acceptable Performance and Payment Bonds in an amount equal to one hundred (100%) percent of the
contract price.
All bidders must be licensed Contractors as required by the Contractors Licensing Act of 1994 (TCA Title 62,
Chapter 6). No bid will be opened unless the outside of the sealed envelope containing the bid provides the
following information: the Contractor's license number, the date of the license's expiration, and a quotation of that
part of his classification applying to the bid; the Geothermal, HVAC, Masonry, Plumbing, Roofing, and Electrical
subcontractor's license number, each date of the license expiration and that part of each classification applying to
the bid if the value of work is $25,000 or greater; ($100,000.00 or greater for Masonry) if value of the
subcontractor's work is less than $25,000, ($100,000.00 for Masonry), the bid envelope is to be indicated with the
phrase "Subcontractor's bid is less than $25,000" ($100,000.00 for Masonry) after each appropriate heading. If no
Subcontractor's are being used, the outside of the envelope must state, "No Subcontractors are being used on this
project".
By submission of a signed bid, the bidder certifies total compliance with Title VI and Title VII of the Civil Rights
Act of 1964, as amended, and all regulations promulgated thereunder.
No submitted bids may be withdrawn for a period of sixty (60) days after the scheduled closing time for receipt of
bids. All bids shall be signed, sealed and addressed to the Procurement Manager, City of Kingsport, 415 Broad St.,
Kingsport, TN 37660, and marked "Large Meter Testing & Repair". The City by its governing regulations reserves
the right to accept or reject any or all bids received, to waive any informalities in bidding and to re-advertise.
PUB IT: 08/22/26 Chris McCartt
City Manager

August 22, 2026
PROJECT: Large Meter Testing & Repair
Dear Prospective Bidder:
You are invited to submit a sealed price proposal for the above project. A copy of the Invitation to
Bid, Bid Proposal, Compliance Affidavits Form, and Envelope Cover are attached. Please make certain
you sign your bid, Affidavits Form (affidavits form must also be notarized), and include with your
sealed bid. A bid bond will be required. Proposals must be submitted on the forms provided by the
City. Utilize the envelope cover provided and please do not leave the subcontractors portion blank.
If you have questions please contact me at (423) 229-9315 or email brentmorelock@kingsporttn.gov .
We look forward to receiving your proposal.
Sincerely,
Brent Morelock, CPPO, CPPB
Procurement Manager
C: Engineering
City of Kingsport - Procurement Department
415 Broad Street, Kingsport, TN 37660
Phone - (423) 229-9419 Fax - (423) 224-2433

COMPLIANCE AFFIDAVIT(S) (TOTAL OF 2 PAGES)
THIS COMPLIANCE AFFIDAVIT MUST BE SIGNED, NOTARIZED AND INCLUDED WITH
ALL BIDS - FAILURE TO INCLUDE THIS FORM WITH THE BID SUBMITTED SHALL
DISQUALIFY THE BID FROM BEING CONSIDERED.
VENDOR:
CONFLICT OF INTEREST:
1. No Board Member or officer of the City of Kingsport or other person whose duty it is to vote for, let
out, overlook or in any manner superintend any of the work for the City of Kingsport has a direct
interest in the award of the vendor providing goods or services.
2. No employee, officer or agent of the grantee or sub-grantee will participate in selection, or in the award
or administration of an award supported by Federal funds if a conflict of interest, real or apparent,
would be involved. Such a conflict would arise when the employee, officer or agent, any member of
their immediate family, his or her partner, or an organization, which employs, or is about to employ,
any of the above, has a financial or other interest in the firm selected for award.
3. The grantee's or sub-grantees officers, employees or agents will neither solicit nor accept gratuities,
favors or anything of monetary value from vendors, potential vendors, or parties to sub-agreements.
4. Do you or any officers/part-owners/stake-holders/employees of this company have any relative(s)
(relatives include spouse, children, stepchildren or any to whom you are related by blood or marriage)
that are currently employed by the City of Kingsport, Tennessee, including the Kingsport City School
System or serve on the Kingsport Board of Mayor and Aldermen or the Kingsport Board of Education?
_____Yes ______No
If you answered yes please state the name and relationship of the employee or member of the Kingsport
Board of Mayor and Aldermen or Kingsport Board of Education member
____________________________________________________________________
5. Are you or any officers/part-owners/stake-holders/employees of this company also employees of the City
of Kingsport, including the Kingsport City School System or serve on the Kingsport Board of Mayor and
Aldermen or Kingsport Board of Education? _______Yes ______No
If you answered yes please state the name of the employee or board member
____________________________________________________
6. By submission of this form, the vendor is certifying that no conflicts of interest exist.
DRUG FREE WORKPLACE REQUIREMENTS:
7. Private employers with five or more employees desiring to contract for construction services attest that
they have a drug free workplace program in effect in accordance with TCA 50-9-112.
ELIGIBILITY:
8. The vendor is eligible for employment on public contracts because no convictions or guilty pleas or
pleas of nolo contender to violations of the Sherman Anti-Trust Act, mail fraud or state criminal
violations with an award from the State of Tennessee or any political subdivision thereof have occurred.
GENERAL:
9. Vendor fully understands the preparation and contents of the attached offer and of all pertinent
circumstances respecting such offer.
10. Such offer is genuine and is not a collusive or sham offer.
IRAN DIVESTMENT ACT:
11. Concerning the Iran Divestment Act ( TCA 12-12-101 et seq.), by submission of this
bid/quote/proposal, each vendor and each person signing on behalf of any vendor certifies, and

in the case of a joint bid/quote/proposal, each party thereto certifies as to its own organization, under
penalty of perjury, that to the best of its knowledge and belief that each vendor is not on the list
created pursuant to 12-12-106.
NON-COLLUSION:
12. Neither the said vendor nor any of its officers, partners, owners, agents, representatives, employees or
parties interest, including this affiant, has in any way colluded, conspired, connived or agreed, directly
or indirectly, with any other responder, firm, or person to submit a collusive or sham offer in
connection with the award or agreement for which the attached offer has been submitted or to refrain
from making an offer in connection with such award or agreement ,or collusion or communication or
conference with any other firm, or, to fix any overhead, profit, or cost element of the offer price or the
offer price of any other firm, or to secure through any collusion, conspiracy, connivance, or unlawful
agreement any advantage against the City of Kingsport or any person interested in the proposed award
or agreement.
13. The price or prices quoted in the attached offer are fair, proper and not tainted by any collusion,
conspiracy, connivance, or unlawful agreement on the part of the firm or any of its agents,
representatives, owners, employees, or parties in interest, including this affiant.
BACKGROUND CHECK REQUIREMENT FOR SCHOOL SYSTEM SUPPLIERS:
14. In submitting this bid/quote/proposal, you are certifying that you are aware of the requirements imposed
by TCA 49-5-413 (d) to conduct criminal background checks through the Tennessee Bureau of
Investigation and the Federal Bureau of Investigation on yourself and any of your employees who may
come in direct contact with students or who may come on or about school property anytime students are
present. You are further certifying that at no time will you ever permit any individual who has
committed a sexual offense or who is a registered sex offender to come in direct contact with children
or to come on or about school property while students are present.
NON-BOYCOTT OF ISRAEL AFFIDAVIT
15. Concerning the Non-Boycott of Israel Act (TCA 12-4-1 et seq.), by submission of this
bid/quote/proposal, each supplier and each person signing on behalf of any supplier certifies, and in
the case of a joint bid/quote/proposal, each party thereto certifies as to its own organization, under
penalty of perjury, that to the best of its knowledge and belief that each supplier is not boycotting
Israel pursuant to 12-4-1 and will not during the term of any award. Note: Applicable only to
contracts of $250,000 or more and to suppliers with 10 or more employees.
The undersigned hereby acknowledges and verifies that the response submitted to this solicitation is in full
compliance with the applicable laws/listed requirements. The undersigned also declares under penalty of perjury
under the laws of the State of Tennessee that the foregoing is true and correct.
SIGNED
BY:
PRINTED NAME:
TITLE:
SUBSCRIBED AND SWORN TO BEFORE ME THIS DATE:
BY (NOTARY PUBLIC):
MY COMMISION EXPIRES ON:

BID ENVELOPE COVER
THIS FORM IS TO BE FIRMLY ATTACHED TO THE OUTSIDE OF THE ENVELOPE CONTAINING THE BID
PART 1
ALL BIDDERS MUST COMPLETE THIS SECTION
Project Name: __________________________________________________________________
Project Opening Date & Time: _____________________________________________________
Contractor's Licensed Name: ______________________________________________________
Contractor's Address: ____________________________________________________________
____________________________________________________________
Contractor's License Number: _____________________________________________________
Contractor's License Expiration Date: _______________________________________________
Contractor's License Classification: _________________________________________________
PART 2 - SUBCONTRACTORS
ALL BIDDERS MUST COMPLETE THIS SECTION. IF SUBCONTRACTOR'S BID AMOUNT IS $25,000 OR MORE FOR (1)
ELECTRICAL, (2) PLUMBING, (3) HEATING, VENTILATION, AIR CONDITIONING, (4) GEOTHERMAL, (5) ROOFING OR
$100,000 OR MORE FOR (6) MASONRY. IF THAT PORTION OF THE BID IS LESS THAN $25,000 FOR ELECTRICAL,
PLUMBING, HVAC, GEOTHERMAL, OR ROOFING ENTER "NONE" OR N/A IN THE NAME SPACE FOR THOSE
CATEGORIES BELOW. IF THAT PORTION OF THE BID IS LESS THAN $100,000 FOR MASONRY ENTER "NONE" OR N/A
IN THE NAME SPACE FOR THAT CATEGORY BELOW.
1) Electrical 4) Geothermal
Name: ____________________________ Name: ____________________________
License Number: ____________________ License Number: ____________________
License Expiration Date: ______________ License Expiration Date: ______________
Classification: ______________________ Classification: ______________________
2) Plumbing 5) Roofing
Name: ____________________________ Name: ____________________________
License Number: ____________________ License Number: ____________________
License Expiration Date: ______________ License Expiration Date: ______________
Classification: ______________________ Classification: ______________________
3) HVAC 6) Masonry
Name: ____________________________ Name: ____________________________
License Number: ____________________ License Number: ____________________
License Expiration Date: ______________ License Expiration Date: ______________
Classification: ______________________ Classification: ______________________

SCOPE OF WORK
Testing and Repair of Large Water Meters
City of Kingsport, TN
Utilities Department
August 2026

I. TABLE OF CONTENTS
II. Proposal Instructions .........................................................................................................................................3
1. General ..........................................................................................................................................................3
2. Submittal Procedures ....................................................................................................................................3
3. Proposal Documents .....................................................................................................................................3
4. Acceptance/Rejection of Proposals ...............................................................................................................3
5. Project Completion ........................................................................................................................................4
6. Insurance Required .......................................................................................................................................4
7. General Terms and Conditions ......................................................................................................................4
8. Property Damage...........................................................................................................................................6
9. Payment .........................................................................................................................................................6
10. Assignment ................................................................................................................................................6
III. Large Water Meter Test and Evaluation Specifications .....................................................................................7
1. Consultant Qualifications ..............................................................................................................................7
2. Equipment & Personnel ................................................................................................................................8
3. Scheduling .....................................................................................................................................................8
4. Scope of Project .............................................................................................................................................8
5. Evaluation of Proposal ...................................................................................................................................9
6. Measure & Payment ......................................................................................................................................9
7. Number of Meters to be Tested ....................................................................................................................9
8. Unit Price Bids ...............................................................................................................................................9
9. Contract Renewal Option ........................................................................................................................... 10
Appendix A - Bid Proposal Form ............................................................................................................................. 11
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II. PROPOSAL INSTRUCTIONS
1. GENERAL
1.1 The intent of this proposal is to establish a contract for Testing and Repair of Large
Water Meters.
1.2 The specifications contained within this proposal are the minimum requirements.
Any omission shall not relieve the Proposer of furnishing quality service in a timely
manner. Any variances must be clearly identified.
1.3 No contract entered into as the result of the Proposer's response to this request
may be subject to any type of non-disclosure agreement.
2. SUBMITTAL PROCEDURES
2.1 Bids will be received by City of Kingsport Purchasing.
2.2 One original proposal signed by an authorized representative and one (1) copy (for a
total of 2) shall be enclosed.
2.3 Proposal submittals, modifications, or corrections received after the scheduled
closing time will not be considered and will be returned. The City of Kingsport (the
City) is not responsible for delays in delivery by mail, courier, etc.
2.4 No submitted proposals may be withdrawn for a minimum of sixty (60) days after
proposal opening.
3. PROPOSAL DOCUMENTS
3.1 The proposal shall include the following documents:
A. A cover letter with the name, address, phone number, fax number, and website
URL for your firm together with the name, address, phone number, fax number,
and email for the project manager or person whom the City can contact in
regard to the RFP.
B. A written description of the services proposed.
C. Contractor qualifications summary documenting a minimum of 5 years of
experience in the type of work, size, and scope specified.
D. Reference page, which shall contain contact names, telephone numbers, and
email address, which the City can use in the verification process.
E. Bid Proposal form
F. Signed and Notarized Affidavits Form
G. Completed Bid Envelope Cover - Don't leave Subcontractors portion blank.
4. ACCEPTANCE/REJECTION OF PROPOSALS
4.1 The City reserves the right to accept any or all proposals and make the award to the
Proposer, who, in the opinion of the City, is in their best interest. Considerations in
the award shall be: company and employee qualifications, product service guarantee
necessary resources for the job, agreement with the City's terms and conditions, and
cost.
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4.2 The City reserves the right to determine the low Proposer either on the basis of the
individual items or on the basis of all items included in its Request for Proposal,
unless otherwise expressly provided in the Request for Proposal. The City reserves
the right to accept any item or group of items of any kind and to modify or cancel in
whole or in part, its Request for Proposal.
4.3 The City reserves the right to reject the proposal of any vendor who has previously
failed in the proper performance of an award, has failed to deliver on time contracts
of similar nature, who has been suspended or disbarred from doing business with
the City, or who is not in a position to perform properly under this contract.
4.4 The City, in accordance with its governing directives, reserves the right to reject any
or all Proposals and to waive informalities, irregularities, and technicalities in the
proposal process and to issue a new request for proposal, and unless otherwise
specified by the Proposer, to accept any item.
5. PROJECT COMPLETION
5.1 Work must be completed by October 31, 2026.
6. INSURANCE REQUIRED
6.1 During any work performed by the successful Proposer(s) on the premises of the City
or otherwise, the successful Proposer(s) agrees to take such measures as will
effectively prevent any accident to person(s) or property during or in connection
with the work; and especially to indemnify and save harmless the City from all loss,
costs, damages, expense, and liability for property damage and for bodily injuries to,
or death of, any persons, including without limitation, as to both property damage
and bodily injury, and the Proposer and the City and their representative agents and
employees, occasioned in any way by the acts or omissions of the Proposer, or the
Proposer's agents, employees, during or in connection with said work, excepting
only property damage, bodily injury or death caused by the sole negligence of the
City, its agents or employees.
6.2 The successful Proposer shall maintain such insurance as will protect from claims
under Workers' Compensation Acts and from any claims for bodily injuries, including
death, either to its employees or others, and from all claims on account of property
damage, which may arise in connection from said work.
6.3 Insurance required (minimum):
A. One Million Dollars ($1,000,000.00) limit Comprehensive General Public and
Professional Liability, Comprehensive Automobile Liability and Owner's Liability.
B. All Certificates of insurance and policies shall contain the following clause: "The
insurance covered by this Certificate will not be canceled or materially altered,
except after thirty (30) days written notice has been received by the City."
6.4 The insurance requirements will be effective for the life of any contract/agreement
entered into by the Proposer and the City.
7. GENERAL TERMS AND CONDITIONS
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7.1 Taxes - The City is exempt from Federal Excise Tax, State of Tennessee and local
sales tax. The Proposer must quote prices which do not include these taxes, unless
by law the taxes must be a part of the price. Exemption certificates will be furnished
upon request.
7.2 F.O.B. - All prices will be quoted F.O.B. Kingsport, Tennessee; delivery to City of
Kingsport's location shall be without additional charge.
7.3 Indemnification - The City of Kingsport, its officers, agents, and employees shall be
held harmless from liability from any claims, damages, and actions of any nature
arising from the use of any service and/or materials furnished by the Proposer,
provided that such liability is not attributable to negligence on the part of the using
agency of failure of the using agency to use the materials in the manner outlined by
the Proposer in descriptive literature or specifications submitted with the Proposal.
The City will not indemnify the successful Proposer.
7.4 Patent Liability - The successful Proposer, at his own expense, will defend any suit
which may be brought against the City to the extent that it is based on a claim that
the goods furnished through a contract/agreement infringes a United States patent,
and in any such suit will pay those costs and damages which are attributable to such
claims and finally awarded against the City.
7.5 Limitation of Remedies - Any remedies in the Proposer's Proposal, to include
Agreement, License Product Agreement, Terms and Conditions, Literature, etc., that
may be considered in agreement to waive the legal rights of the citizens of the City
of Kingsport may be considered cause for rejection.
7.6 All agreements related to the purchase and sale of any product pursuant to this bid
document will include the following conditions: "Notwithstanding anything in this
section to the contrary, any provision of provisions of this Section will not apply to
the extent they are (it is) finally determined by a court of competent jurisdiction,
including Appellate review if pursued, to violate the laws or Constitution of the State
of Tennessee."
7.7 By submission of a signed Proposal, the Proposer certifies total compliance with Title
VI and Title VII of the Civil Rights Act of 1964, as amended, and all regulations
promulgated thereunder.
7.8 All contracts or purchase orders issued for this award will be governed by the laws of
the State of Tennessee. Arbitration is not permitted and if a dispute arises between
the parties concerning any aspect of the contract or purchase order and it cannot be
resolved by mutual agreement, any party may resort to resolution of the dispute by
litigation in the state or federal courts for Kingsport, Sullivan County, Tennessee.
The parties waive their right to a jury trial. Mandatory and exclusive venue and
jurisdiction for any disputes shall be in state or federal courts for Kingsport, Sullivan
County, Tennessee.
7.9 All contracts, purchase orders, and any documents or material obtained by the City
may be subject to disclosure in whole or in part pursuant to the Tennessee Open
Records Act set out in T.C.A. 10-7-503 et seq. without regard to any provision
contained in the document declaring information confidential.
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