Emergency Water Service Line Replacement

LEGAL NOTICE
INVITATION TO SUBMIT QUOTATIONS
The Town of Smyrna will accept quotations for the Emergency Water Service Line
Replacement annual contract for the Smyrna Water System. Bidders shall submit sealed
quotations in the format specified in the Invitation to Submit Quotations no later than 10:30
a.m. April 29, 2026 at which time bids will be publicly opened and read aloud. No bid
may be withdrawn after the scheduled closing time for a period of 90 days. Bidding
documents may be obtained at Smyrna Town Hall during regular business hours.
Documents may be viewed at www.townofsmyrna.org. Proposals should be mailed or
hand delivered to:
Purchasing Department
Smyrna Town Hall
Sealed Bid on Emergency Water Service Line Replacement
April 29 at 10:30 a.m.
315 South Lowry Street
Smyrna, TN 37167
Verbal quotations or quotations received after the closing date will not be accepted. The
Town of Smyrna reserves the right to reject any and all bids, to waive technicalities or
formalities and to accept any bid deemed to be in the best interest of the Town.
All Bidders must be a licensed Contractor in the State of Tennessee in strict accordance
with State regulations. All bidders shall comply with the Tennessee Contractor License
law Section 62-6-119 (Bid documents - Required disclosure by bidders) when submitting
bids. Please refer to the State Licensing Board
https://www.tn.gov/commerce/regboards/contractors.html for all applicable licensing
laws,
The Town of Smyrna will not discriminate in the purchase of all goods and services on
the basis of race, color, religion, sex, national origin, age, disability or any other lawfully
protected classification.
SUBMITTED BY: SIERRA LOWRY
FINANCE DIRECTOR
TO BE RUN: April 7, 2026
1

TABLE OF CONTENTS
Page
Section I - General Information 3
Section II - Specifications 4
Section III - Price Quotation 11
- Forms & Agreement 12
Section IV - Specifications Compliance 24
2

SECTION I - GENERAL INFORMATION
A. The Town of Smyrna desires quotations to secure an annual contract for emergency
water service line replacement for the Smyrna Water System. Work performed under
this agreement will be on an as-needed basis. The quantities listed below are
estimates only.
Smyrna Town Hall address: Location:
315 South Lowry Street Various Locations in
Smyrna, TN 37167 Smyrna, TN
Questions should be directed to Mark Parker at (615) 355-5711 or
mark.parker@townofsmyrna.org
B. The Town of Smyrna reserves the right to reject any and all bids, to waive technicalities
or informalities and to accept any bid deemed to be in the best interest of the Town. No
bid may be withdrawn after the scheduled closing time for a period of 90 days.
C. The bidder shall abide by and comply with the true intent of the specifications and not
take advantage of any unintentional error or omission, but shall fully address the full
intent and meaning of each aspect of the specifications.
D. Freight shall be paid by vendor and should be included in unit price bid.
E. Section III, IV, agreement and forms shall be completed and included as an integral part
of each bidder's proposal.
F. The Town is a tax exempt organization.
G. Mail is delivered after 11:00 a.m. Monday through Friday.
H. The Town of Smyrna, in accordance with Title VI of the Civil Rights Act of 1964 and
Title 49, Code of Federal Regulations, hereby notifies all Bidders that it will
affirmatively insure that in any contract entered into pursuant to this advertisement,
minority business enterprises will be afforded full opportunity to submit bids in
response to this invitation and will not be discriminated against on the grounds of race,
color, creed, sex, handicap or national origin in consideration for an award.
I. By submission of this bid, each bidder and each person signing on behalf of any bidder
certifies, and in the case of a joint bid each party thereto certifies as to its own
organization, under penalty of perjury, that to the best of its knowledge and belief that
each bidder is not on the list created pursuant to T.C.A. 12-12-106.
3

J. Bid quotations must be submitted on the Town's quotation pages. No exceptions.
K. By submission of this bid, each bidder/proposer and each person signing on behalf
of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its
own organization, under penalty of perjury, that to the best of its knowledge and belief
that each bidder is not on the list created pursuant to T.C.A. 12-12-106 Iran
Divestment Act. For reference purposes, the list is currently available online at: State of
TN_Debarred_Vendors.pdf
SECTION II - SPECIFICATIONS
SCOPE OF WORK
A. The work performed under this project consists of furnishing all materials,
equipment, and labor for the replacement of leaking service line and
associated services within the same location. Replacement of the
leaking/adjacent service lines shall commence at the corporation stop at the
main and terminate at the curb stop at the meter(s). Included in this work to
be performed shall be all excavation, draining, clearing, backfilling, property
restoration, and any provisions necessary to protect existing utility facilities,
fences or other structures. Some services will require cold mix patching and
full depth backfill with 14 down gravel when in the roadway.
B. All yard restoration shall be completed immediately following line installation,
unless prevented by inclement weather. In all areas damaged or disturbed by
Contractor's operations where established ground cover was present before
beginning of construction, Contractor shall be responsible for restoring this
ground cover after completion of construction. In areas of established lawns,
Contractor will be required to: separate and preserve best of excavated
material or, if no acceptable material has been excavated, haul in an
acceptable material for use in making top six inches (6") of finished grade. No
rock will be permitted in this top six inches (6") of finished grade for
established lawns. All areas seeded shall be graded smooth prior to seeding
and Contractor shall be responsible for maintenance of this smooth finished
grade until grass growth is established. After designated areas have been
carefully hand graded, soil shall be prepared for seeding. Where necessary,
Contractor will sod slopes and embankments, and remaining areas may be
seeded. A well-made lawn is desired, and Contractor will be responsible for
any necessary re-grading or reseeding required to produce an acceptable
grass as cover. The seed is to be of the same type of grass existing before
construction. The soil shall be fertilized with a commercial fertilizer of a grade
and at a rate recommended by vendor of seed. All seeded areas shall be
covered with clean straw uniformly distributed to approved density.
C. An official authorization to proceed with work shall be submitted from the Owner
to the Contractor on a work order basis.
D. Project locations shall be at various sites within the Smyrna Water service area
located in northern Rutherford County, TN.
4

E. All work shall be performed in accordance with Smyrna Water Standard
Specifications.
F. Any exceptions or deviations to the specifications shall be indicated in writing
and submitted with the quotation in Section IV. All substitutions must be
approved by the Town of Smyrna.
G. Contract will be responsible for all Tennessee 1-Call locates and coordination
with other facilities.
WARRANTY
A. A 12-month warranty shall be provided on all materials and workmanship from the
date of official completion.
REFERENCES
A. Please provide three references with individual names and phone numbers of
similar projects completed (or in-progress) within the last 5 years.
1.
2.
3.
QUALITY ASSURANCE
A. All installed work shall be periodically inspected during installation to ensure
specification compliance.
GENERAL DESCRIPTION
A. The work performed under this project consists of furnishing all materials,
equipment, and labor for the replacement of water services and any related
appurtenances, including cold mix and 14 down gravel when digging in the roadway
and yard restoration. In areas under concrete or asphalt surfaces, the Contractor
shall generate a repair cut sheet and submit it to Smyrna Utilities for final
permanent repair.
INSPECTION
A. Verify that the location is ready to receive work and the dimensions are as
indicated.
INSTALLATION
A. Installation shall comply with Smyrna Water installation specifications,
manufacturer's instructions, drawings, and recommendations.
5

B. All locations shall be located by the Contractor using the standard global
positioning system.
INSURANCE REQUIREMENTS
The Contractor shall purchase and maintain for the duration of the contract insurance
against claims for injuries to persons or damages to property which may arise from or in
connection with the performance of the work hereunder by the Contractor, its agents,
representatives, employees or subcontractors.
A. MINIMUM SCOPE AND LIMITS OF INSURANCE
1. Workers Compensation
Workers Compensation insurance shall be in compliance with the State of
Tennessee and shall be statutory. Employers Liability shall be included with a
minimum limit of $500,000 per accident/per disease/per employee.
2. Commercial General Liability
Commercial General Liability insurance shall have a minimum limit per occurrence
of $1,000,000 and a minimum general aggregate of $2,000,000. It shall include
completed operations, product liability and personal injury liability insurance.
3. Automobile Liability
Automobile Liability Insurance shall have a minimum combined single limit per
occurrence of $1,000,000. This insurance shall include third-party bodily injury and
property damage liability for owned, hired, borrowed and non-owned automobiles.
B. DEDUCTIBLES AND SELF-INSURED RETENTIONS
Any deductibles or self-insured retentions must be declared to the Town of Smyrna.
The Contractor shall be responsible for all deductibles and self-insured retentions.
C. OTHER INSURANCE PROVISIONS
The policies are to contain, or be endorsed to contain, the following provisions:
1. General Liability and Automobile Liability Coverages
a. The Town, its elected and appointed officials, agents, employees and
volunteers shall be named as an additional insured as regards negligence by
the contractor.
b. The Contractor's insurance shall be primary as respects the Town, its elected
and appointed officials, agents, employees and volunteers. Any insurance or
self-insurance maintained by the Town of Smyrna shall be excess and non-
contributory of the Contractor's insurance.
2. Workers Compensation and Employers Liability Coverage
6

The insurer shall agree to waive all rights of subrogation against the Town, its
elected and appointed officials, agents, employees and volunteers for losses
arising from work performed by the Contractor for the Town of Smyrna.
3. All Coverages
a. Coverage shall not be canceled, suspended, or voided by either party (the
Contractor or the insurer) or reduced in coverage or in limits except after 30
days written notice has been given to the Town of Smyrna. Ten-day written
notice of cancellation is acceptable for non-payment of premium. Notifications
shall comply with the standard cancellation provisions in the Contractor's
policy.
b. Neither the acceptance of the completed work nor the payment thereof shall
release the Contractor from the obligations of the insurance requirements or
indemnification agreement.
c. The insurance companies issuing the policies shall have no recourse against
the Town of Smyrna for payment of premiums or for assessments under any
form of the policies.
d. Replacement certificates, policies or endorsements shall be provided to the
Town for any such insurance expiring prior to the completion of services.
e. Any failure of the Contractor to comply with reporting provisions of the policy
shall not affect coverage provided to the Town, its elected and appointed
officials, agents, employees and volunteers.
D. ACCEPTABILITY OF INSURERS
All required insurance shall be provided by a company or companies licensed to
conduct business in the State of Tennessee. Insurance shall be underwritten by
insurers with an A.M. Best Company ratings no less than an A.
E. VERIFICATION OF COVERAGE
The Contractor shall furnish the Town with Certificates of Insurance reflecting proof of
required coverage. The Certificates for each insurance policy are to be signed by a
person authorized by that insurer to bind coverage on its behalf. The Certificates are
to be received and approved by the Town before work commences and upon
any contract renewal thereafter.
Upon failure of the Contractor to furnish, deliver and maintain such insurance as
requested, this contract, at the election of the Town, may be suspended, discontinued
or terminated. Failure of the Contractor to purchase and/or maintain any required
insurance shall not relieve the Contractor from any liability or indemnification under
the contract.
The Certificate of Insurance naming the "Town of Smyrna" as Additional Insured
shall be addressed to the attention of:
Town of Smyrna
7

Department of Safety & Risk Management
ATTN: Henry Urbina
315 S Lowry St
Smyrna, TN 37167
It can also be submitted electronically to henry.urbina@townofsmyrna.org. The
subject line has to indicate the name of the project.
The Town reserves the right to request complete certified copies of all required
insurance policies at any time.
F. SUBCONTRACTORS
Contractor shall include all subcontractors as insureds under its policies OR shall be
responsible for verifying and maintaining the Certificates provided by each
subcontractor. Subcontractors shall be subject to all of the requirements stated herein.
The Town of Smyrna reserves the right to request copies of subcontractor's
Certificates at any time.
G. WORKERS' COMPENSATION INDEMNITY
In the event Contractor is not required to provide or is exempt from providing workers'
compensation coverage, the parties hereby agree that Contractor, its owners, agents
and employees will have no cause of action against, and will not assert a claim against
the Town of Smyrna, its elected and appointed officials, agents, employees and
volunteers, under any circumstances. The parties also hereby agree that the Town of
Smyrna, its elected and appointed officials, agents, employees and volunteers shall
in no circumstance be, or considered as, the employer or statutory employer of
Contractor, its owners, agents and employees. The parties further agree that
Contractor is a wholly independent contractor and is exclusively responsible for its
employees, owners, and agents. Contractor hereby agrees to protect, defend,
indemnify and hold the Town of Smyrna, its elected and appointed officials, agents,
employees and volunteers harmless from any such assertion or claim that may arise
from the performance of this contract.
HOLD HARMLESS AND INDEMNITY REQUIREMENT:
Contractor shall indemnify and hold harmless, to the maximum extent permitted by law,
the Town of Smyrna and its officers, agents, employees, volunteers, from and against
any and all liability, damages, losses, (whether in contract or in tort, including personal
injury, accidental death or property damage, and regardless, of whether the allegations
are false, fraudulent or groundless), and costs (including reasonable attorney's fees,
litigation, arbitration, mediation, appeal expenses) which in whole or in part are caused
by the negligence, recklessness or intentional wrongful misconduct of the Contractor and
persons employed by or utilized by the Contractor in Contractor's performance of this
Agreement.
The contractor further agrees to protect, defend, and save the Town, its elected and
appointed officials, agents, employees and volunteers while working in the scope of their
duties as such, harmless from and against all claims, demands, and causes of action of
any kind of character, including the cost of their defense, arising in favor of the contractor's
8

employees or third parties on account of bodily or personal injuries, death or damage to
property arising out of services performed or omissions of services or in any way resulting
from the acts of omissions of the contractor and/or its agents, employees, subcontractors,
representative of the Town under this agreement.
Pursuant to Tennessee Attorney General Opinion 93-01, the Town will not indemnify,
defend or hold harmless in any fashion the Contractor from any claims arising from any
failure, regardless of any language in any attachment or other document that the
Contractor may provide.
APPLICABLE LAW:
Any contract resulting from this ISQ shall be governed by and construed under the laws
of the State of Tennessee.
TENNESSEE GENERAL CONTRACTOR'S LICENSE LAW
Bidders must be licensed contractors in the State of Tennessee. Bidders shall place
their bid in an envelope showing the bidder's name, license number, expiration date, and
that part of classification applying to the bid in accordance with T.C.A. 62-6-119. Bids
not conforming with this provision shall be disqualified.
CONTRACT AGREEMENT
Successful bidder will be expected to enter into a contract Agreement with the Town of
Smyrna. Agreement shall be signed and attested, but not dated, by the proper business
representative and submitted with the bid proposal. An executed contract will be
forwarded to winning vendor after Council approval.
TERMS
This order is to expire June 30, 2027. Upon mutual agreement of both parties the bid
quotes may be renewed by the Town of Smyrna for two additional one year terms
beginning July 1, 2027.
SMYRNA/LOCAL BUSINESS LICENSE
Compensation of more than $100,000 from contracts performed in one county by a contractor
described in Tenn. Code Ann. 67- 4-708(4)(A) will be sourced to that county and the tax from
such contracts will be distributed to that county. Compensation of $100,000 or less from contracts
performed in one county by such person will be sourced to the county of the person's domicile or
location. If the person does not have a domicile or location in Tennessee, such compensation will
be earmarked and allocated to the state's general fund.
For purposes of distribution of the municipal business tax provided for in Tenn. Code Ann. 67-
4-705, receipts will be sourced to the municipality in which the person's established physical
location, outlet, or other place of business is located. Receipts from sales made by persons
operating from an established physical location, outlet, or other place of business in one
municipality who extend their operations outside the boundaries of the municipality without
9

establishing a physical location, outlet, or place of business outside the boundaries of the
municipality will be sourced to the municipality in which the person's established physical location,
outlet, or other place of business is located.
If the person has no established physical location, outlet, or other place of business in the state,
then such receipts will not be subject to the municipal business tax. Receipts from all taxable
sales of any services or tangible personal property by a provider of video programming services
will be sourced to the municipality where the property or service is received by the customer
regardless of whether or not the provider has a physical location, outlet, or other place of business
in that municipality.
Compensation of more than $100,000 from contracts performed in one municipality by a
contractor described in Tenn. Code Ann. 67- 4-708(4)(A) will be sourced to that municipality
and the tax from such contracts will be distributed to that municipality. Compensation of $100,000
or less from contracts performed in one municipality by such person will be sourced to the
municipality of the person's domicile or location. If the person does not have a domicile or location
in Tennessee, such compensation will not be subject to the municipal business tax. (from
Tennessee Business Tax Guide/ Tenn. Dept. of Revenue 2019)
10