Parks and Recreation HVAC Services

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.
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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.
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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)
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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
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Selection Criteria
F. Evaluation
Specific evaluation criteria have been established to assist the City of Gallatin
Parks and Recreation Department in determining which Proposer shall provide
the best quality of service at reasonable rates. The City of Gallatin Parks and
Recreation reserves the sole right to determine the sufficiency of the experience
and qualifications of all Proposers and to select the Proposer with which it
desires to negotiate a final contract and shall not be bound to award the
contract to the lowest (dollar) Proposer.
G. Selection
The City of Gallatin Parks and Recreation Department may use, but is not limited
to, the following selection criteria during its review process:
2. Ability to meet the requirements outlined in the scope of services.
3. Qualifications of key personnel who will be involved in the potential
performance of the project.
4. The level of experience the firm has in providing services similar in scope
to this contract.
5. Cost effectiveness.
6. Responsiveness to the Request for Proposal.
7. Reputation for personal and professional integrity and competence.
IV. Miscellaneous
A. Tennessee Public Records Act
Under the Tennessee Public Records Act, any Proposal shall be considered a
Public Record, and as such, may be subject to inspection and copying upon
written request. The City of Gallatin Parks and Recreation Department therefore
cannot guarantee the confidentiality of any proprietary or otherwise sensitive
information contained in or with any Proposal.
B. Applicable Laws and Regulations
The Proposer shall comply fully with applicable federal, state, or local laws.
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C. Insurance Requirements
INDEMNITY; INSURANCE:
Proposer shall defend, save, hold harmless, and indemnify the City of Gallatin,
Tennessee, and its officers, employees, agents, and members, from all claims, suits, or
actions of whatever nature resulting from or arising out of the activities of Proposer or
its officers, employees, subcontractors, or agents under this contract.
EVENTS OF DEFAULT: Contractor shall be in default under the Contract if:
- Proposer commits any material breach or default of any covenant, warranty,
certification, or obligation it owes under the Contract;
- Proposer institutes an action for relief in bankruptcy or has instituted against it
an action for insolvency; makes a general assignment for the benefit of creditors;
or ceases doing business on a regular basis of the type identified in its
obligations under the Contract; or
- Proposer attempts to assign rights in, or delegate duties under, the Contract.
Insurance Provisions: Worker's compensation, General Liability, Professional Liability
(errors and omissions), and Automobile liability
Insurance: Proposer shall at its own expense provide the following insurance:
i. Worker's Compensation insurance in compliance with Tennessee Law, which
requires subject employers to provide Tennessee workers' compensation coverage
for all their subject workers.
ii. Professional Liability insurance with a combined single limit, or the equivalent, of
not less than $1,000,000 for each claim, incident or occurrence. This is to cover
damages caused by error, omission or negligent acts related to the professional
services to be provided under this contract.
iii. General Liability insurance with a combined single limit of not less than $1,000,000
for each occurrence for Bodily Injury and Property Damage. It shall include
contractual liability coverage for the indemnity provided under this contract.
iv. Automobile Liability insurance with a combined single limit of not less than
$1,000,000 for each accident for Bodily Injury and Property Damage, including
coverage for owned, hired or non-owned vehicles, as applicable.
Notice of Cancellation or Change: There shall be no cancellation, material change,
reduction of limits or intent not to renew the insurance coverage(s) without 30 days'
written notice from the Proposer or its insurer(s) to the City.
Additional Insured/Certificates of Insurance: Proposer shall name The City of Gallatin,
Tennessee, and its elected officials, officers and employees as Additional Insureds on
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any insurance policies required herein but only with respect to Proposer's services to be
provided under this Contract. As evidence of the insurance coverages required by this
Contract, the Proposer shall furnish acceptable insurance certificates prior to
commencing work under this contract. The certificate will specify all the parties who are
Additional Insureds. Insuring companies or entities are subject to the City' s acceptance.
If requested, complete copies of insurance policies, trust agreements, etc. shall be
provided to the City. The Proposer shall be financially responsible for all pertinent
deductibles, self-insured retentions and/or self-insurance.
D. JURISDICTION - LITIGATION IN TENNESSEE AND ACCORDING TO TENNESSEE
LAWS
- Governing Law; Jurisdiction; Venue: Any dispute resulting from Proposer's services shall
be governed and construed in accordance with the laws of the State of Tennessee
without resort to any jurisdiction's conflict of laws, rules or doctrines. Any claim, action,
suit or proceeding (collectively, "the claim") between the City and the Contractor that
arises from or relates to this matter shall be brought and conducted solely and
exclusively within the Circuit Court of Sumner County for the State of Tennessee. If,
however, the claim must be brought in a federal forum, then it shall be brought and
conducted solely and exclusively within the United States District Court for the District
of Middle Tennessee filed in Davidson County, Tennessee. Contractor, by the signature
herein of its authorized representative, hereby consents to the in personam jurisdiction
of said courts. In no event shall this section be construed as a waiver by City of any form
of defense or immunity, based on the Eleventh Amendment to the United States
Constitution, or otherwise, from any claim or from the jurisdiction.
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o NONAPPROPRIATIONS CLAUSE: Funds Available and Authorized: City has
sufficient funds currently available and authorized for expenditure to finance the
costs of the proposal within the City' s fiscal year budget. Proposer understands
and agrees that City' s payment of amounts under this contract attributable to
work performed after the last day of the current fiscal year is contingent on City
appropriations, or other expenditure authority sufficient to allow City in the
exercise of its reasonable administrative discretion, to continue to make
payments under this contract. In the event City has insufficient appropriations,
limitations or other expenditure authority, City may terminate this contract
without penalty or liability to City, effective upon the delivery of written notice
to Proposer, with no further liability to Proposer.
o PRIOR APPROVAL REQUIRED PROVISION: Prior Approval Required: Approval of
services and execution of contract by the Mayor of the City of Gallatin is required
before any work may begin under this contract.
o SAFETY REQUIREMENTS:
2. The Proposer will perform daily tasks using "SAFETY FIRST" practices and
comply with all TOSHA standards as they apply to the HVAC Services Contract. The
Proposer and each of its employees will comply with all applicable TOSHA rules and
practices. The Proposer will provide safety devices and apparel at no cost to its
employees and will ensure employees wear all safety devices required by TOSHA.
These devices and apparel will include, without limitation, respiratory protection,
head, eye, hand, and foot protection, hearing protection, and traffic vests as
required. The Proposer will furnish documentation of the completion of the safety
training for equipment operators and other personnel.
3. The City of Gallatin Parks and Recreation Department reserves the right to
inspect all areas for safety violations at its discretion, and to direct the Proposer to
make immediate improvement of necessary conditions and procedures, or stop
ongoing work if hazards are deemed to exist. In the event that the City of Gallatin
Parks and Recreation Department elects to stop work because of any type of
existing safety hazard, the Proposer will bear all costs for eliminating the hazards
and will not be granted compensation for the work stoppage. The operation of the
Proposer's vehicles or private vehicles by the Proposer's employees on or about the
facilities will conform to posted regulations and safe driving practices. Aisles,
passageways, alleyways, entrances or exits to fire protection equipment must
remain unobstructed at all times. Proposer will use proper barricades and signage
while completing tasks.
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o CERTIFICATIONS/REPRESENTATIONS: Proposer, under penalty of perjury,
certifies that (a) the number shown on this form is its correct taxpayer ID (or is
waiting for the number to be issued to it and (b) Proposer is not subject to
backup withholding because (i) it is exempt from backup withholding or (ii) it has
not been notified by the Internal Revenue Service (IRS) that it is subject to
backup withholding as a result of a failure to report all interest or dividends, or
(iii) the IRS has notified it that it is no longer subject to backup withholding.
Proposer further represents and warrants to City that (a) it has the power and
authority to enter into and perform the work, (b) the Contract, when executed
and delivered, shall be a valid and binding obligation of Proposer enforceable in
accordance with its terms, (c) the work under the Contract shall be performed in
accordance with the highest professional standards, and (d) Proposer is
qualified, professionally competent and duly licensed to perform the work.
Proposer also certifies under penalty of perjury that its business is not in
violation of any Tennessee tax laws, and it is a corporation authorized to act on
behalf of the entity designated above and authorized to do business in
Tennessee or is an independent contractor as defined in the contract
documents, and has checked four or more of the following criteria:
______ (1) I carry out the labor or services at a location separate from my residence or is in a specific
portion of my residence, set aside as the location of the business.
______ (2) Commercial advertising or business cards or a trade association membership are purchased
for the business.
______ (3) Telephone listing is used for business separate from personal residence listing.
______ (4) Labor or services are performed only pursuant to written contracts.
______ (5) Labor or services are performed for two or more different person(s) within a period of one
year.
______ (6) I assume financial responsibility for defective workmanship or for service not provided as
evidenced by the ownership of performance bonds, warranties, errors and omission insurance or
liability insurance relating to the labor or services to be provided.
_________________________ ___________________
Proposer (Date)
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