City Hall Complex HVAC

Agency: City of Gatlinburg
State: Tennessee
Type of Government: State & Local
NAICS Category:
  • 238220 - Plumbing, Heating, and Air-Conditioning Contractors
Posted Date: Nov 27, 2023
Due Date: Dec 7, 2023
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Bid Opening Time Description

City Hall Complex HVAC

December 7, 2023 - 2:30 p.m.

Please respond by the date, if interested. Please check the information on the first page of the document for the contact person if you have any questions.

Bid Documents

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The City of Gatlinburg is accepting sealed bids for a twenty-four (24) month Maintenance
Agreement for the Temperature Control/HVAC System for the Gatlinburg City Hall Complex,
adjacent Gatlinburg Fire Department Station No. 1, American Legion Building, Gatlinburg Post
Office and the Anna Porter Public Library. The City reserves the right to extend this agreement
for an additional twenty-four (24) months if mutually agreeable.
These bids will be received at Gatlinburg City Hall, 1230 Parkway East, Suite 2, P.O. Box 5,
Gatlinburg, Tennessee, 37738, until 2:30 p.m., December 7, 2023, at which time they will be
publicly opened and read aloud, and the contract awarded as soon thereafter as practicable. Please
indicate on your bid to be submitted "Bid on HVAC Maintenance Agreement".
For questions concerning the Bid Documents, Bidders may contact City of Gatlinburg, Delea
Patterson, AP/Purchasing at 865-436-1409 or Fax 865-436-6464 or
Questions about the specifications need to be directed to Building Maintenance Department,
Wayne Large, at 865-436-1444, or Please Contact Wayne Large
to schedule appointment for visual inspection of the included locations.
Bid specifications will also be available on the City of Gatlinburg website at under “Out for Bids” tab. This bid tab is located under Gatlinburg
Government, and then Purchasing. Bid results are posted in the same area as shortly after bid
opening as possible.
Each bidder shall be able to provide the City of Gatlinburg with Certificates of Insurance covering
property damage and liability in amounts suitable to the City annually.
No bidder will be permitted to withdraw their bid for a period of thirty (30) days following the
date of the bid opening.
The City of Gatlinburg reserves the right to waive any informalities in or to reject any or all bids
and to accept the bid deemed favorable to the interest of the City of Gatlinburg.
It is the policy of the City of Gatlinburg not to discriminate on the basis of race, color, national
origin, age, sex, or disability in its hiring and employment practices, or in admission to, access to,
or operation of its programs, services and activities. With regard to all aspects of this contract,
contractor certifies and warrants it will comply with this policy.
Prices quoted shall not include Federal or State taxes, if any are applicable. The successful bidder
shall furnish tax exemption forms, if required, with their invoices.
The prices quoted are that for which the materials or services will be delivered F.O.B. Gatlinburg,
Any additions, deletions, or variations from the following specifications must be noted.
Inspection of the materials or equipment will be made by an agent of the City of Gatlinburg, and
if found defective or fails in any way to meet the terms of this agreement, it will be rejected.
Rejected materials or equipment will be replaced at the expense of the bidder.
All technical specifications must accompany bid.
The City of Gatlinburg reserves the right to extend this agreement for an additional twenty-four
(24) months after the completion of the first agreement, provided this is agreeable to both parties.
The City of Gatlinburg reserves the right to defer payment for thirty (30) days after delivery. The
City of Gatlinburg also reserves the right to reject any and/or all bids.
The bidder agrees to indemnify the City of Gatlinburg from any and all liability, loss or damage
the City may suffer as a result of claims, demands, costs, or judgments against it arising from any
and all work under this agreement.
The bidder agrees to notify the City, in writing, within thirty (30) days, by registered mail, at the
City's address as stated in this agreement, of any claim against the bidder on the obligations
indemnified against.
To provide preventive maintenance, repairs and twice a year inspections (spring and fall) to all
temperature controls (Direct Digital Control) for the Energy Management System, the HVAC
Systems including central air conditioning units, heating units, gas furnace, thru-the-wall units and
related equipment located at the City of Gatlinburg City Hall Complex and adjacent main station
of the Gatlinburg Fire Department, American Legion Building, Gatlinburg Post Office and Anna
Porter Public Library.
1. The importance of maintaining the systems and their components in a safe and satisfactory
operating condition requires that the services be performed by a contractor who is regularly
engaged with his own personnel in the installation and maintaining of HVAC and ATC systems
of the grade and design installed at this location. The successful bidder shall have been in the
service business of this type for at least five (5) years. Additionally, the contractor shall remotely
monitor the site and receive failure alarms and provide training to Gatlinburg personnel on the
2. The contractor shall demonstrate that he has satisfactorily performed maintenance on
similar systems and that he has a local organization and facilities location within seventy-five (75)
miles of the site to properly fulfill all of the services required on the type of equipment installed at
this location.
3. Only companies who are qualified as above will be permitted to submit a bid on this work.
4. Inspection and major repairs are to be made during normal working hours. Normal
operating hours are 8:00 a.m. to 4:30 p.m. Monday through Friday. The City reserves the right to
direct that this work be done on an overtime basis (Hours other than normal operating hours).
5. Contractor shall be free to stop and start the various pieces of equipment covered by this
contract when this is essential to the proper performance of the contract, but only with the approval
of the Facilities Maintenance Supervisor.
6. A written report shall be provided by each service mechanic working under this contract
which shall detail each piece of equipment on which work was performed, the nature of all work,
total hours worked and indicate recommendation for future work. Each report is to be signed by
one of the authorized persons designated by the City each day that work is performed. A copy of
each report is to be left with the Facilities Maintenance Department.
7. All work on units is included in agreement.
8. All repairs, adjustments and alternations to the systems covered by this contract are
subject to the City's approval.
9. "Furnish" as used in this specification is hereby defined as “Provide/or install" at no
additional cost to the City beyond the agreed upon contract price.
10. It will be mandatory that every unit be inspected with a Maintenance Department
representative to familiarize themselves with all equipment involved before submitting a bid.
11. Contract can be terminated if vendor fails to abide by the contract.
12. The City has the option of providing any or all materials required for repair or servicing.
All parts installed and/or materials used are to be exact duplicate, an approved substitute or original
used and/or specified by the manufacturer of the equipment, and in every case, guaranteed as per
manufacturer's specifications.
All work shall be performed in all respects, in strict conformity to all laws, regulations and
ordinances of the Federal, State, County, and Municipal governments, and all departments and
bureaus thereof having jurisdiction and of the National Board of fire Underwriters and the Utility
Companies which are in force at the time of inspection and/or repair work.
The contractor shall also provide repairs to the Energy Management equipment, the ATC/HVAC
equipment as required and/or requested. Repairs are to be made during normal working hours,
Monday-Friday. If overtime work is authorized, the contractor shall pay the normal hourly rate
and the City shall pay the premium rate. Normal service calls are to be answered within eight (8)
working hours. Critical service calls (as determined by the City) shall be answered within two (2)
working hours. Repair service must be available twenty-four hours a day, seven days a week,
three hundred sixty-five days per year.
The contract shall, during the entire progress of the work to be done hereunder maintain insurance
by a reputable company for Workman's Compensation insurance as required by the statutes of the
State of Tennessee, and Public Liability Insurance insuring against bodily injury and property
damage in the amount of $3,000,000.00 combined single limit, insuring you as contractor, as well
as the City of Gatlinburg, as an additional named insured, with respect only to liability afforded
by the policy. Said liability insurance shall be the Comprehensive General Liability form and
include blanket contractual as well as Independent Contractor's and completed operations
Prospective bidders are required to visit the work site on which they are to submit bids to
completely familiarize themselves with the Energy Management System, the Temperature
Controls and HVAC units in service and of the conditions to be met under the above maintained
bids. By submitting a bid, the prospective bidder covenants and agrees that they fully understand
their obligations and that they will not make claim for, or have right to cancellation or relief without
penalty of the contract because of any misunderstanding or lack of information. This is an
important and irrevocable part of any resulting contract.
1. The successful bidder shall, during the period of inspection and/or repair, maintain good,
clean, safe working conditions at all times and shall be responsible for keeping the areas free from
all debris, machine parts, tools, etc. and shall leave the areas clean and orderly.
2. The contractor shall continuously maintain adequate protection for all of their items from
damage and shall protect the City's property from damage, injury or loss arising in connection with
this contract.
3. The contractor agrees to indemnify the City of Gatlinburg from any and all liability, loss
or damage the City my suffer as a result of claims, demands, costs, or judgments against it arising
from any and all work under this contract.
Energy Management System, Temperature Control Systems (Direct Digital Control), Central Air
Conditioning Units, Heating Units, Gas Furnace, and all thru-the-wall equipment and evaporative
cooling tower with spray pump piping. All of the electrical components of the cooling tower are
to be included as well.
1. Regularly and systematically test, examine, adjust, calibrate, and clean all thermostats,
humidity controls, temperature controls, pressure controls, valves, relays, motors, fans,
compressors, and any other parts and accessories directly pertaining to each particular system or
piece of equipment.
2. Furnish and install all necessary parts, relays, switch controls, thermostats, automatic
valves, limit switches, belts, etc. to maintain each particular system and its components in proper
operating condition. Compressors and fan motors are not included.
3. Furnish and install all lubricants, painting and cleaning supplies, glycol, refrigerant gas,
etc. Clean all permanent filters.
4. To maintain the operating integrity and unified appearance of the systems, only parts made
by the original manufacturer or other authorized replacement parts manufacturer will be an
acceptable replacement.
5. Inspect, test, adjust, lubricate and clean all equipment as applicable.
6. Calibrate system as required to maintain manufacturer's specified system performance.
7. Provide and install or repair (if applicable) all parts and other attachments and materials as
required to maintain manufacturer's system performance.
8. Each bid submitted shall include twice a year (spring & fall, before cooling & heating

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