Fuel Tank Replacements (Rebid)

CITY OF HENDERSONVILLE, TENNESSEE
Request for Proposal Form
PROJECT NAME:
Fuel Tank Replacements - RFP 26-0010 (Rebid)
WHO WE ARE:
The City of Hendersonville is a medium sized city in Sumner County, 17 miles from downtown Nashville.
The city's population is approximately 62,000 and growing daily. Hendersonville is bounded by Old
Hickory Lake to the south and has over 30 miles of lakefront property. The Board of Mayor and Alderman
guide the city priorities and city departments, including police, fire, public works, parks, administrative
services, finance, building and codes, city court and planning.
WHY ARE WE ISSUING THIS RFP:
The City of Hendersonville is issuing this Request for Proposals (RFP 26-0010) to identify a responsible
and responsive vendor to provide and install two (2) new above-ground fuel storage tanks. This project
is a critical infrastructure upgrade designed to replace the existing fuel storage systems at the City of
Hendersonville's Public Works Maintenance Facility located at 225 Freehill Road, Hendersonville, TN
37075.
Beyond the primary tank replacement, the City's objectives for this request include:
System Overhaul: Replacing all or selected associated electrical wiring, conduit, piping, and
valves to ensure a fully modernized system.
Selected site improvements around the fueling area.
WHAT THE CITY EXPECTS IN THE PROPOSAL:
To ensure compliance with the City's requirements, proposals must be comprehensive and limited to a
maximum of twenty (20) single-sided pages. The City of Hendersonville requires the following items to
be addressed:
1. Licensing and Compliance
Tennessee State Licensing: Bidders must confirm they possess the specific licenses and
classifications required by the State of Tennessee for the removal and installation of above-
ground storage tanks.
Regulatory Standards: All work must be performed in strict accordance with API, PEI, NFPA,
and all applicable local standards and codes for petroleum storage tanks.
Permitting and Inspections: The awarded bidder is responsible for obtaining and purchasing all
necessary permits from the City Fire Marshal or designee and the Tennessee Department of
Environment and Conservation (TDEC). The bidder is also responsible for the coordination of
all required inspections.
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CITY OF HENDERSONVILLE, TENNESSEE
Request for Proposal Form
2. Vendor Qualifications and Experience
Experience: Proposals must demonstrate a minimum of ten (10) years of experience in fuel
storage tank and dispenser installation and maintenance.
Staffing: The vendor must show evidence of sufficient, competent, and skilled staff to complete
the project safely and efficiently.
3. Project Approach and Pricing
Project Schedule: Provide a detailed description of the approach for accomplishing the services,
including a chronological timeline for the completion of each phase.
Base Pricing: Clear, line-item pricing for the primary project scope, including the two (2) tanks
and full installation.
Options Pricing: Separate, clear pricing for the requested "options" items
4. Administrative and Legal
Compliance: The vendor must be an Equal Employment Opportunity (EEO) employer and
abide by Title VI guidelines.
Warranty: Proposals must include a minimum one-year contractor's warranty covering all
labor and installation.
5. Submission Standards
Format: General proposals may be submitted via email; however, have to follow the specifics
on page 7 of this document.
Hard Copies: If the entire proposal is submitted via mail, a minimum of three (3) hard copies
must be provided.
PROJECT SCOPE & DETAILS:
I. Demolition and Site Preparation
The selected vendor shall provide all labor, materials, and equipment required for a turn-key solution
involving the decommissioning of existing equipment. The following demolition and removal tasks are
required:
Tank Removal: Complete removal and off-site disposal of two (2) existing tanks, including all
residual fuel, sludge, and contaminated rinsing fluids.
Containment Area: Complete removal and off-site disposal of existing liquid, including all
residual fuel, sludge, and fluids.
Containment Wall Removal: Remove the 34' x 5'2" concrete wall of the containment area facing
the pumps.
Concrete Pad Removal (Pump Area): Remove the 18' x 30' (540 SF) concrete pad surrounding
the pumps.
Concrete Pad Removal (Intermediate): Remove the 34' x 8' (272 SF) concrete pad located
between the pump pad and the containment wall.
Island Removal: Remove the existing 12' x 4' (48 SF) concrete island pad.
II. Tank Installation and Specifications
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CITY OF HENDERSONVILLE, TENNESSEE
Request for Proposal Form
The project requires the furnishing and installation of one (1) 6,000-gallon and one (1) 10,000-gallon
cylindrical aboveground horizontal tank designed for gasoline and diesel fuel. All options must fit within
the existing containment areas of 11.5' x 22' and 21.5' x 22'.
Option #1: UL 2085 Fireguard
Tank Standard: Furnish and install Fireguard horizontal tanks or approved equal.
Interior Finish: Each tank interior will be painted with an epoxy liner.
Exterior Finish: Each exterior will be painted with an epoxy primer and white urethane.
Warranty: The tanks must come with a 30-year warranty.
Option #2: UL 142 Double Wall
Tank Standard: Furnish and install UL 142 double-wall horizontal tanks.
Exterior Finish: Each tank exterior will be painted with an epoxy primer and white urethane.
Warranty: Provide a standard tank warranty.
Required Components for All Tank Options
The following components must be furnished and installed on each of the tanks specified above:
Venting: Primary and emergency vents.
Monitoring: Morrison Brothers (or approved equal) liquid level clock gauges.
Protection: Morrison Brothers (or approved equal) overfill protection valves.
Fill System: Grade-level fill piping complete with a 20-gallon Spill Mate overspill container.
Hardware: 1-way swing check valves, ball valves, male adapters, and dust caps.
Identification: Required product identification and warning decals.
III. Electrical, Piping, and Site Improvements
The vendor must provide pricing for each of the following infrastructure configurations as directed.
Option #1: Underground Infrastructure
Electrical Replacement: Replace all electrical wiring, conduit, switches, and the breaker panel
associated with the tank installation and routed to the fuel pump and card reader location.
Emergency Power: Includes a manual transfer switch and portable generator tap box.
Piping Replacement: Replace all piping, fittings, and valves associated with the tank installation
and routed to the fuel pump and card reader location.
Option #2: Selective Replacement
Electrical Installation: Install only needed electrical wiring, conduit, and switches associated
with the tank installation and pump/card reader location.
System Testing: Test and replace only failing existing electrical components and piping/valves.
Emergency Power: Includes a manual transfer switch and portable generator tap box.
Option #3: Above Ground Infrastructure
Structural Support: Install a structural support system from the AST area to the fuel island that
fits under the existing canopy.
Compliance: The structure must meet all codes for load, seismic, and wind ratings.
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CITY OF HENDERSONVILLE, TENNESSEE
Request for Proposal Form
Routing: Install all electrical wiring, conduit, aboveground piping, fittings, and valves using the
structural support system.
Labeling: Identify and mark all lines; for valves, mark "open" and "close" positions.
IV. Concrete and Site Protection Specifications
All concrete work must adhere to the following standards. Any variation must be approved and signed
off by the City Engineer.
New Concrete Pads and Island
Intermediate Pad (272 SF): 6" reinforced concrete (4,000 PSI minimum) on 4-6" of compacted
stone. Reinforcement: #4 rebar in a grid or heavy-duty wire mesh.
Pump Pad (540 SF): 8" reinforced concrete (5,000 PSI minimum) on 8-12" of compacted stone.
Reinforcement: #4 or #6 rebar grid with fiber-reinforced concrete. Pad must slope away from
the pump island at no greater than 2%.
Pump Island (48 SF): Reinforced concrete (4,000 PSI minimum) on 4-6" of compacted stone.
Includes a sump beneath each of the two dispensers. Edge of concrete to have a metal strip to
protect from breakage or chipping. Island must slope away from pumps at no greater than 2%.
Finishing: All concrete shall have control joints every 10 feet and a brush finish.
Site Protection
Bollards: Install ten (10) 6" diameter steel crash bollards in front of the new tanks, spaced at 4'
intervals.
V. Systems Integration & Commissioning
The vendor must verify that all equipment (existing or new) functions as a cohesive system. Once
installation is complete, the vendor shall purge, calibrate, and test all components. All systems must be
delivered in "ready for use" condition, including any standard parts necessary for full operation, even if
not explicitly listed herein.
REQUIRED DELIVERABLES FOR THIS PROJECT:
The selected vendor is responsible for the delivery and successful commissioning of the following:
1. Physical Systems & Equipment
Operational Fuel Systems: Two (2) fully operational and calibrated above-ground fuel storage
systems as defined in the Project Scope.
Hardware & Components: All new hardware, including tanks and selected options delivered
in "turn-key" condition and ready for immediate use.
2. Compliance & Documentation
Permits & Regulatory Filings: Copies of all required permits obtained from the Fire Marshal,
the City, TDEC, and any other relevant regulatory authorities.
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CITY OF HENDERSONVILLE, TENNESSEE
Request for Proposal Form
Project Record Documents: Three (3) complete sets of "As-Built" drawings and original
manufacturer Operations & Maintenance (O&M) manuals for the tanks and components.
Inspections: Documented proof of final inspection and approval by the City Fire Marshal or
designee and all applicable regulatory agencies.
Safety & Warranty: A site-specific safety plan (submitted prior to commencement).
o Comprehensive warranty documentation, including all manufacturer warranties and a
minimum one-year contractor's warranty on all labor and installation.
3. Commissioning & Testing
System Validation: Full calibration and purging of all lines and tanks.
EXPECTATIONS - PROJECT TIMELINE:
Proposal Selection and Contractor Notification April 7, 2026
City verify contractor required information April 8, 2026 - April 10, 2026
*Performance Bond may be required
Sign Contract April 13, 2026
SELECTION CRITERIA:
The city will evaluate proposals based on the ability to meet or exceed the requirements of this RFP and
the total cost. Determination of meeting or exceeding the requirements of the proposal will, among other
factors, be based on experience, qualifications, familiarity with requested services, past performance,
quality of proposal, and proposed timeline. The specific evaluation criteria and their weights are as follows:
Qualifications of personnel. - 15%
Ability to present a clear understanding of the nature and scope of the project. -15%
Project methodology. -15%
Previous experience with similar projects. -5%
Cost to the City of Hendersonville as outlined in the Cost Proposal Form - 25%
Time frame for completion. -25%
TITLE VI COMPLIANCE
The City of Hendersonville (city), Tennessee, is an Equal Opportunity Employer. Evaluation-proceedings
will be conducted within the established guidelines regarding equal employment opportunity and
nondiscriminatory action based upon the grounds of race, color, religion, national origin, sex, creed, age,
and disability. Interested certified Disadvantaged Business Enterprise (DBE) firms as well as other
minority-owned and women-owned firms are encouraged to respond to all advertisements by the city.
It is the policy of the City of Hendersonville to ensure compliance with Title VI of the Civil Rights Act of
1964; 49 CFR, Part 21; related statutes and regulations to the end that no person shall be excluded from
participation in or denied benefits, or be subjected to discrimination under any program or activity
receiving federal financial assistance from the U.S. Department of Transportation, or otherwise, on the
grounds of race, color, sex, or national origin.
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CITY OF HENDERSONVILLE, TENNESSEE
Request for Proposal Form
Upon receipt, all submittal information shall become property of the City of Hendersonville and public
record, without compensation to the responding firms, for disposition or usage by the City of
Hendersonville at its discretion.
RFP TIMELINE*:
RFP posting March 16, 2026
All questions must be received by March 27, 2026 at 10:00 a.m.
Addendum posted (if needed) March 31, 2026
Proposals due April 2, 2026 at 2:00 p.m.
RFP ranking period April 6, 2026
Proposal Selection April 7, 2026
*Timeline is subject to change at the city's discretion
INSURANCE REQUIREMENTS:
The City will evaluate proposals based on the evaluation criteria and will select the most responsive and
responsible vendor. All selected proposers must meet the insurance requirements listed below prior to
contract execution. The following insurance limits establish the minimum requirements:
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
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CITY OF HENDERSONVILLE, TENNESSEE
Request for Proposal Form
SUBMITTING PROPOSALS:
To be considered, firms must submit a proposal by mail or by email, however the cost proposal section of
the proposal must be sent by mail only:
MAIL:
City of Hendersonville
Finance Department
101 Maple Drive North
Hendersonville, TN 37075
EMAIL:
procurement@hvilletn.org
Proposals must be submitted under one cover and shall be submitted on no more than 20- 8 12" x 11" single
sided pages (including the cover page, and the table of contents). To ensure a fair evaluation of
qualifications, the following items shall be included in the submission but will not count toward the 20-
page limit: the cost proposal form, references, resumes, and copies of licenses. A minimum of three (3) hard
copies must be submitted, if submitted by mail or in person.
All proposals must be received by the City of Hendersonville Finance Department, no later than 2:00
p.m. (CST) on April 02, 2026. The project name, "Fuel Tank Replacements - RFP 26-0010 (Rebid)",
must be clearly identified on the submittal envelope or in the email subject line. Proposals received after
this deadline will not be considered.
For electronic proposal submissions, the first page of the proposal PDF shall serve in lieu of the sealed
proposal envelope and must clearly display the contractor's Tennessee license number, license
classification, and expiration date in accordance with T.C.A. 62-6-119. License information for applicable
subcontractors, where required by law (Electrical, Plumbing, HVAC, and/or Masonry), must also be
included. The first page shall also receipt of any addenda issued by the City. Proposals received after the
stated deadline will not be considered. Failure to include the required contractor license information
may result in the proposal being deemed nonresponsive.
For additional details regarding this project, please contact Todd Baun at (615) 590-4634 or by email at
tbaun@hvilletn.org. The Request for Proposal can be obtained on the city's website at
https://www.hvilletn.org/Bids.aspx
All questions related to this RFP must be received electronically, at tbaun@hvilletn.org, no later than
10:00 a.m. on March 27, 2026. All questions received after said date will not be considered. If
questions are received, the City will post an addendum on the City's website on March 31, 2026.
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CITY OF HENDERSONVILLE, TENNESSEE
Request for Proposal Form
ATTACHMENTS:
Cost Proposal Form
Site Pictures
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CITY OF HENDERSONVILLE, TENNESSEE
Request for Proposal Form
Cost Proposal Form
Pricing Schedule
Proposers shall provide pricing for all items listed below. The City will determine the final
configuration based on the options provided.
Pricing shall include all labor, materials, equipment, permits, disposal, and incidentals necessary to
complete the work described in the project specifications
# Description Lump Sum Cost
Demolition
Complete removal and off-site disposal of two (2) existing tanks and containment
1 areas including removal and disposal of all residual fuel, sludge, and contaminated $
rinsing fluids.
2 Remove 18' x 30' (540 SF) concrete pad around pumps. Leave pump island in place. $
3 Remove 34' x 8' (272 SF) concrete pad between pump pads and concrete wall $
4 Remove 34' x 5'2" (176 SF) concrete wall of containment area facing pumps $
5 Remove 12' x 4' (48 SF) existing island concrete pad $
Tank Installation
Tank Option #1 (UL 2085 Fireguard): Total cost for one (1) 6,000-gallon and one (1)
6 $
10,000-gallon Fireguard tank with 30-year warranty and specified components.
Tank Option #2 (UL 142 Double Wall): Total cost for one (1) 6,000-gallon and one
7 $
(1) 10,000-gallon double-wall tanks with warranty and specified components.
Electrical & Piping
Infrastructure Option #1 (Underground): Total cost for full underground
8 $
replacement of all electrical and piping systems
Infrastructure Option #2 (Selective): Total cost for testing and installing only
9 $
needed electrical and piping components.
Infrastructure Option #3 (Above Ground): Total cost for structural support system
10 $
and above-ground wiring and piping.
Site Improvements
11 Form and pour 6" Intermediate Pad (272 SF) with specified components $
12 Form and pour 8" Main Pump Pad (540 SF) with specified components $
Form and pour 12' x 4' New Concrete Pump Island (48 SF) with specified
13 $
components.
14 (10) 6" diameter crash bollards in front of new tanks on 4' spacing $
15 (2) 20 Gallon Spill Mate (or approved equal) overspill container $
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CITY OF HENDERSONVILLE, TENNESSEE
Request for Proposal Form
Fuel Shed building for housing the system monitoring. Also, the power location and
breaker box to the left of the building.
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