Gateway Monumentation

LEGAL NOTICE
INVITATION TO SUBMIT QUOTATIONS
The Town of Smyrna will accept quotations for the installation of Gateway
Monumentation. Bidders shall submit sealed proposals in the format specified in the
Invitation to Submit Quotations no later than 2:30 p.m. May 27, 2026 at which time
proposals 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 No bid may be withdrawn after the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 or www.townofsmyrna.org. Quotations
should be mailed or hand delivered to:
Purchasing Department
Smyrna Town Hall
Sealed Bid on Gateway Monumentation / May 27 @ 2:30 p.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
informalities and to accept any bid deemed to be in the best interest of the Town.
All Bidders must be licensed Contractors 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 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: MAY 12, 2026
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TABLE OF CONTENTS
Page
Section I - General Information 3
Section II - Specifications 4
Section III - Price Quotation 9
Required Forms 10-21
Section IV - Specification Compliance 22
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SECTION I - GENERAL INFORMATION
A. The Town of Smyrna desires quotations on the installation of Gateway Monumentation
at the north and south town limits on South Lowry Street located in Smyrna, TN.
Questions should be directed to Jason Taylor, Engineer, Office (615) 267-5007 or
E-mail: jason.taylor@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No bid may be withdrawn after the scheduled closing time for a period of 90 days.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. Section II, III, IV, and Required Forms shall be completed and included as an integral part
of each bidder's proposal.
E. 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.
F. Freight shall be paid by vendor and should be included in unit price bid.
G. The Town is a tax-exempt organization.
H. Mail is delivered after 11:00 a.m. Monday through Friday.
I. 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.
J. Bid quotations must be submitted on the Town's quotation page(s). 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
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SECTION II - SPECIFICATIONS FOR GATEWAY MONUMENTATION
SCOPE OF WORK:
The work for which bids are to be submitted consists of furnishing all labor, materials and
performing all work required for the installation of a Gateway Monumentation at the north
and south town limits on South Lowry Street located in Smyrna, TN.
Construction to include the following but not limited to:
* (2) Monuments approx. 4'-8" x approx. 10'- 6" above ground line with a precast
caps, precast keystone, powder coated lettering
"TOWN OF SMYRNA EST. 1869" and natural stone encasement
* Low voltage lighting
* Power Meter Service
* Permit Service (Excluding Fees)
* Permit Fees (Allowance)
GENERAL REQUIREMENTS
1. All vendors must visit the site in Smyrna. Call Jason Taylor at 615-267-5007 to
schedule an appointment if you need him on-site.
2. Contractor is responsible for locating all utilities in the work area and is responsible for
repair to any damaged utilities or facilities.
3. Contractor is responsible for clean up of any debris or damage from their work on the
project.
4. The Town Engineer or his designee will perform final inspection before last invoice is
paid. Any problems will be communicated to the contractor.
REFERENCE STANDARDS
A. See attached prepared plans
DESIGN REQUIREMENTS
A. Standard Industry practice
QUALITY ASSURANCE
A. Fabricate members in accordance with standard industry practice.
QUALIFICATIONS
A. Contractor shall have proper licensing for work
B. Contractor shall be responsible for all materials, whether furnished by himself or
a subcontractor, and proper storage of the same.
REGULATORY REQUIREMENTS
A. Contractor shall be responsible for compliance with all applicable building codes
and ordinances covering the work.
B. Contractor shall cooperate with regulatory agencies or authorities to provide data
as requested.
PRE-CONSTRUCTION MEETING
A. The meeting will convene no later than one week prior to commencing work.
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FIELD MEASUREMENTS
A. Field measurements shall be taken to verify that components match photo.
WARRANTY
A. No Warranty is required.
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
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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:
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Town of Smyrna
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
employees or third parties on account of bodily or personal injuries, death or damage to
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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.
SMYRNA 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 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; See also, Tennessee Works Tax Act (2023), Public Chapter 377, 2023
Session of the 113th General Assembly)
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SECTION III - PRICE QUOTATION FOR GATEWAY MONUMENTATION
TOTAL LUMP SUM COST $ ___________
NUMBER OF DAYS TO COMPLETE JOB FROM NOTICE TO PROCEED 60
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AGREEMENT
This Agreement is made and entered into as of this ____ day of
______________, 20___, by and between _________________, a
_________________ _____________ (the "Bidder") and the Town of
Smyrna, Tennessee, a Tennessee municipal corporation (the "Town") for the
purpose of ____________________________.
WHEREAS, the Bidder has submitted a quotation for the provision of certain
products and/or services to the Town, all in accordance with the terms of the
Invitation to Submit Quotations attached hereto and incorporated herein by
reference as if set forth at length verbatim as Exhibit A (the "ISQ"), and which
Proposal from the Bidder is attached hereto and incorporated herein by reference
as if set forth at length verbatim as Exhibit B (the "Quotation"); the ISQ and the
Quotation, together with any and all ancillary documents thereto, shall be
collectively referred to herein as the "Bid Documents"; and
WHEREAS, the Town now desires to accept the Bidder's quotation, in
accordance with the terms set forth in such Bid Documents.
NOW, THEREFORE, in consideration of the mutual covenants contained
herein, and for other good and valuable consideration, the receipt and sufficiency
of which is hereby acknowledged, the undersigned do hereby agree as follows:
1. Acceptance of Bid Documents. The terms of the Bid Documents, as
incorporated herein by reference, are hereby accepted by the parties hereto. The
Bidder hereby agrees to provide the goods and/or services contemplated by such
Bid Documents in accordance with the terms set forth therein. The Town hereby
accepts the Bidder's quotation to provide the goods and/or services contemplated
by such Bid Documents in accordance with the terms set forth therein.
2. Entire Agreement. This Agreement, including the exhibits and any other
documents referred to herein or therein, which form a part hereof, contains the
entire understanding of the parties with respect to its subject matter. There are no
restrictions, agreements, promises, warranties, covenants or undertakings other
than those expressly set forth herein or therein. This Agreement supersedes all
prior written or oral agreements and understandings between the parties with
respect to its subject matter and may not be altered, modified or amended, in
whole or in part, except by the express written authorization and consent of the
parties hereto.
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