Parks and Recreation HVAC Services
| Bidders ID: | NBD19346612019452027 |
|---|---|
| Due Date: | Jun 18, 2026 |
| Posted Date: | Jun 4, 2026 |
| Level of Government: | State & Local |
| State: | Tennessee |
| Agency: | Gallatin city |
| Category: |
|
| Source: | Members Only |
| Bid Title: |
Parks and Recreation HVAC Services
|
| Category: | City of Gallatin Bids |
| Status: | Open |
|
Attachment Preview
City of Gallatin
Leisure Services
Request for Proposals
Table of Contents
I. Introduction
A. Purpose
B. Project Description
C. Term of Contract
II. General Information
A. Request for Proposals
B. Proposal Deadline and Submission
C. Communication and Contact Information
D. Proposal Preparation Instructions
III. Proposal Requirements
A. Cover Letter
B. Statement of Qualifications
C. Acknowledgement of Attachments and Addenda
D. Proof of All Required Insurance
E. Price of Requested Services
IV. Selection Criteria
A. Evaluation
B. Selection
V. Miscellaneous
A. Tennessee Public Records Act
B. Applicable Laws and Regulations
C. Insurance Requirements
D. Safety Requirements
Page 1 of 21
I. Introduction
A. Purpose
The City of Gallatin Parks and Recreation Department will be accepting proposals
for annual service of all Leisure Services Heating, Ventilation, and Air
Conditioning Equipment.
B. Project Description
As set forth in Attachment A (Scope of Services), Proposer shall perform and
provide all labor, materials, transportation, and equipment necessary to perform
HVAC services at all City of Gallatin Parks and Recreation Department facilities.
The parks and facilities covered under this agreement shall be:
1. The Gallatin Civic Center, 210 Albert Gallatin Avenue, a 65,000 square feet
sports, recreation, and multi-functional community services building.
2. Gallatin Municipal Park, 250 Municipal Park, Gallatin TN, 37066
3. Triple Creek Park, 1350 East Broadway, Gallatin, TN 37066
4. Clearview Park Community Building, 723 Chambers Street, Gallatin, TN 37066
C. Term of Contract
The term of this contract is one year, with a three-year renewal option. The
City of Gallatin Parks and Recreation Department will have sole right to
exercise said options by giving the Proposer at least 30 days written notice
prior to the expiration of the base term.
II. General Information
A. Request for Proposals
The City of Gallatin Parks and Recreation Department is accepting sealed
proposals for the HVAC services at Parks and Recreation facilities.
Page 2 of 21
B. Pre-proposal Meetings
1. A mandatory tour of the facilities/equipment is required by any Vendor
wanting to submit a proposal. Vendor to contact David Brown (615-642-
1283) or Robby Riley (615-451-5911) or e-mail at
david.brown@gallatintn.gov ; robby.riley@gallatintn.gov to schedule any
site tour prior to bid due date.
C. Proposal Deadline and Submission
2. One (1) original and two (2) copies of the proposal must be submitted.
2. All Proposals must be turned in by 1:00 pm on Thursday, June 18, 2026,
at Gallatin City Hall located at 132 West Main Street, Room 106, Gallatin,
TN 37066.
3. The outside of the envelope of each proposal must be marked to show
the following:
a) Proposer’s Name
b) Address
c) Date and time the proposal is due
d) Marked “To the Attention of Scott Beaman”
e) Project title “HVAC Services”
If proposal is mailed it should be addressed to: Gallatin City Hall located at 132 West
Main Street, Room 106, Gallatin, TN 37066
D. Communication and Contact Information
All communications during this solicitation process shall be directed via
phone to David Brown (615-642-1283) or Robby Riley (615-451-5911) or e-
mail at david.brown@gallatintn.gov ; robby.riley@gallatintn.gov
Deadline for all questions, requests, or communications concerning this
project will be 1:00 p.m. (CST) on Monday, June 15, 2026.
Page 3 of 21
E. Proposal Preparation Instructions
In order to expedite the evaluation of Proposals, each Proposer shall organize its
Proposal as outlined below. Proposals which do not follow the specified format
below may be deemed non-responsive and be disqualified from the process. In
addition, failure on the part of the Proposer to provide the required
documentation may be cause for rejection of the Proposal. In the event of any
conflict between any of the Proposal documents, resolution thereof shall be in
the City of Gallatin Parks and Recreation Department’s sole discretion.
General Document Requirements:
1. Each submission shall be bound or stapled.
2. All pages shall be sequentially numbered, and a table of contents shall be
provided.
3. The pages shall be single sided.
III. Proposal Requirements
A. Cover letter
Identifying the proposed firm and the proposal package being submitted.
B. Statement of Qualifications
2. Two (2) references from clients for whom these or similar services have
been provided in the past two (2) years. Please include the contact’s name and
phone number.
3. Copy of Current State of Tennessee Mechanical Contractors License.
4. Proof of certification in Trane Building Automation/Summit Controls.
5. Additional certifications such as NATE or equivalent.
C. Acknowledgement of Attachments and Addenda (Attachment C)
D. Proof of All Required Insurance (See Section V,C)
Page 4 of 21
E. Price of Requested Services
2. Monthly price for scheduled maintenance including:
a) All monthly, quarterly, semi-annual and annual preventive
maintenance checks and services
b) All other scheduled maintenance (materials and services)
$ ____________________________ Per Month
3. Hourly Rates and standard material for all other service calls:
$_____________________________ Hourly Rate
Page 5 of 21
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