Request for Proposals for Debris Removal Services

CITY OF GALLATIN, TENNESSEE
Request for Proposal Form
PROJECT NAME:
Debris Removal/Mulching and Hauling to Final Disposal Location
WHY ARE WE ISSUING THIS RFP:
The City of Gallatin Public Works Department is seeking to establish an on-call contract with a
qualified contractor (or contractors) to assist with debris removal, mulching and hauling to a final
disposal location. Final disposal site to be determined later. These services are needed to supplement
existing staff collection routes during peak periods, natural disasters, or when otherwise determined
necessary by the Public Works Director or his/her designee.
WHAT THE CITY OF GALLATIN EXPECTS IN THE PROPOSAL:
Each proposal shall include the following, at a minimum:
* Plan of work for on-call services for limb collection and/or leaf bag collection
* Detailed description of work for declared events, and for non-declared events, if different
* Response and mobilization timelines
* Total cubic yard price for collection and hauling
* Itemized and total annual cost for an estimated 1,000 CY annual volume
* List of equipment to be utilized in performance of the contract services
* Details on staffing resources to support an on-call contract
* Equipment/truck certifications
* Experience and qualifications of bidder
* Preferred three references for similar type of work/contract
*There is no annual or per event minimum volume specified in this RFP or the contract. If minimum
volume thresholds will net better pricing overall, please consider proposing different volume brackets
with per cubic yard cost for each volume bracket.
1 | P a g e

CITY OF GALLATIN, TENNESSEE
Request for Proposal Form
PROJECT SCOPE & DETAILS:
Scope of services shall consist of:
* Brush, limb and/or leaf bag loading from the city's right-of-way. Trucks and equipment must
remain on the paved streets at all times. Debris is mainly piled on the side of the roadway
within the city's right-of-way. Knuckle-boom trucks have been the standard for this work.
* Limbs and leaf bags are typically collected separately as they are disposed of separately at the
limb dump. Proposals shall provide individual line items for brush and limb collection and leaf
bag collection.
* Right-of-Way limits are indicated between power poles on either side of the street, in areas
where there is above-ground electric. Otherwise, public right-of-way is indicated from back of
sidewalk to back of sidewalk.
* Only limb, brush and leaf bags are being considered with this RFP - no trash or other debris is
allowable. Trucks must have a capacity for at least twenty (20) cubic yards. No cutting of
brush or limbs is being considered with this RFP.
* All debris will be hauled to the city's limb landfill at 500 Steam Plant Road. The location is
open when services are required and there is generally no wait time. Declared storm debris has
a designated area for dumping within the location. There is no charge for dumping, but a load
ticket must be completed and signed by the Assistant Public Works Superintendent or
his/her designee to be submitted to the City of Gallatin with monthly invoicing.
* Each load must be documented with at least the following information (forms can be provided
by the city): date, start/stop time, driver name, truck identifier, address of pickup/drop-off,
cubic yards capacity of equipment, cubic yards of debris and/or percentage truck capacity used
per load.
* Location of debris pickup is in the City of Gallatin and may be localized or may be
widespread, depending on the event requiring services under this contract.
* Mulching and grinding debris and hauling items to a final disposal site.
REQUIRED DELIVERABLES FOR THIS PROJECT:
Proposal, as outlined in this document, for loading, grinding, hauling and dumping of limbs, brush and
leaf bags. Limbs and leaf bags are typically collected separately as they are disposed of separately at the
limb dump. References for similar scope of work shall be provided, as well as the required certificate of
insurance.
2 | P a g e

CITY OF GALLATIN, TENNESSEE
Request for Proposal Form
SELECTION CRITERIA:
The city will evaluate the proposals and choose the best bid. The primary evaluation factors to be
considered are ability to meet or exceed the requirements of the request 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
mobilization timeline.
*The City of Gallatin may, at its discretion, award multiple contracts for part, or all, of the work as best
meets their needs.
RFP TIMELINE*:
RFP posting 3/16/2026
All questions must be received by 3/19/2026
Addendum posted (if needed) 3/20/2026
Proposals due 3/25/2026
RFP ranking period 3/26/2026
Proposal Selection 3/27/26
*Timeline is subject to change at the city's discretion
3 | P a g e

CITY OF GALLATIN, TENNESSEE
Request for Proposal Form
SUBMITTING PROPOSALS:
To be considered, firms must submit a proposal by hand delivery or mail:
MAIL:
City of Gallatin
Attn: Scott Beaman
132 West Main Street
Room 106
Gallatin, TN 37066-3232
EMAIL:
scott.beaman@gallatintn.gov
Proposals shall 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 table of contents). A minimum of three hard copies must be
submitted. All proposals must be received by the City of Gallatin on or before 1:00 p.m. on March 25, 2026,
and the project name, Debris Removal/Mulching and Hauling to Final Disposal Location, should be
referenced on the submittal. The proposal shall include qualifications of the firm submitting the proposal
and shall indicate the scope of services to be completed by any sub-consultants. The proposal shall also
acknowledge receipt of the Addendum if one is published to the city website.
4 | P a g e

CITY OF GALLATIN, TENNESSEE
Request for Proposal Form
For additional details regarding this project, please contact Richard Depriest at 615-451-5909 or by email
at richard.depriest@gallatintn.gov The Request for Proposals can be obtained on the city's website:
https://gallatintn.gov/.
All questions related to this Request for Proposals must be received electronically, at
richard.depriest@gallatintn.gov, no later than 3/19/2026. All questions received after said date will not be
considered. If questions are received the city will post one addendum on the city website by 3/20/2026.
ATTACHMENTS:
City of Gallatin Professional Services Agreement
FEMA Contract Provisions for Non-Federal Entity Under Federal Law ARDS Required by 2 C.F.R. 200.326
APPENDIX II TO 2 CFR 200
5 | P a g e

PROFESSIONAL SERVICES AGREEMENT
This Professional Services Agreement ("Agreement") is made effective as of
_______________, 20__, by and between the City of Gallatin, Tennessee ("City") and
_________________ ("Consultant").
RECITALS:
WHEREAS, City is a private act municipal corporation with authority to enter into contracts.
City has complied with all purchasing policies and ordinances in procuring the services
described hereunder.
WHEREAS, Consultant is a professional, skilled in the services described hereunder, and is
available and willing to perform the services, as more fully described in this Agreement and
attached exhibits.
NOW, THEREFORE, it is agreed between the parties as follows:
Section 1.
Description of Services. Consultant shall provide the professional services as more fully
outlined in the attached Exhibit A (the "Services"). In the event a conflict exists between this
Agreement and any term in Exhibit A, the terms in this Agreement shall supersede Exhibit A.
Section 2.
Performance of Services. The manner in which the Services are to be performed and the
specific hours to be worked by the Consultant shall be determined by the Consultant. The City
will rely on the Consultant to work as many hours as may be reasonably necessary to complete
the Services in a timely and thorough manner, exercising professional due care.
Section 3.
Payment to Consultant. In exchange for the services performed hereunder, City shall pay
Consultant amounts specified in the attached Exhibit A, but in no event shall amounts due
hereunder exceed $________ in any 12-month period.
Section 4.
Term/Termination. The term of this Agreement shall begin upon execution of this Agreement
by the City. This Agreement may be terminated by either party upon seven (7) days written
notice in the event of failure to perform in accordance with the terms of this Agreement.
In the event of termination for fault, the Consultant shall be compensated for all Services
satisfactorily performed and accepted by the City and costs incurred up to the effective date of
termination for which Consultant has not been previously compensated.

Page 2
Upon receipt of notice of termination from the City, the Consultant shall discontinue the Services
unless otherwise directed and deliver to the City all data, reports, estimates, summaries, and such
other information and materials as may have been accumulated by the Consultant in the
performance of the Services under this Agreement, whether completed or in process.
Section 5.
Insurance. The Consultant agrees to secure and maintain in full force and effect a policy of
professional liability insurance in a minimum amount of $1,000,000 providing coverage for any
negligent acts, errors or omissions by Consultant made during the term of this Agreement. The
Consultant shall furnish the City with a certificate of insurance showing that the Consultant has
complied with this Article prior to beginning any work under this Agreement. Consultant and/or
its insurer must provide thirty (30) days written notification of any material change in the
coverage or limits or cancellation of the policy to the City.
Section 6.
Workers' Compensation. Consultant shall at its own expense keep in full force and effect
during the term of this Agreement Statutory Workers' Compensation Insurance.
Section 7.
Indemnification. Consultant expressly agrees to indemnify and hold harmless City or any of its
officers or employees from any and all claims, damages, liability, or court awards including
attorney's fees that are or may be awarded as a result of any loss, injury or damage sustained or
claimed to have been sustained by anyone, including, but not limited to, any person, firm,
partnership, or corporation, in connection with or arising out of any omission or act of
commission by Consultant, or any of their employees or agents in performing work pursuant to
this Agreement. In the event that any such suit or action is brought against City, City will give
notice thereof to Consultant.
Section 8.
Standard of Care. Consultant shall perform its services in accordance with the standard of
professional care ordinarily exercised under similar circumstances by reputable members of its
profession in the same locality at the time the services are provided.
Section 9.
Assignment. This Agreement shall not be assigned by Consultant without the written consent of
the City.
Section 10.
Subcontractors. Consultant shall not subcontract any task it is to perform under the terms of this
Agreement without prior written consent of City.
Section 11.
Binding Effect. This Agreement shall inure to the benefit of, and be binding upon, the parties,
their respective legal representatives, successors, heirs, and assigns; provided, however, that
nothing in this paragraph shall be construed to permit the assignment of this Agreement except
as otherwise expressly authorized herein.

Page 3
Section 12.
Ownership of Documents. The parties hereto agree that the City shall retain ownership of all
files, summaries, other documents of the Consultant furnished hereunder. The Consultant will be
permitted to retain reproducible copies of files, summaries and other documents for its files,
upon request.
Section 13.
Time of the Essence. Time is of the essence. If any condition, obligation, or duty is not timely
made, tendered or performed by either party, then this Agreement, at the option of the party who
is not in default, may be terminated by the non-defaulting party, in which case, the non-
defaulting party may recover such damages as may be proper. If the non-defaulting party elects
to treat this Agreement as being in full force and effect, the non-defaulting party shall have the
right to an action for specific performance or damages or both.
Section 14.
Notices. Any notice required or permitted by this Agreement shall be in writing and shall be
deemed to have been sufficiently given for all purposes if sent by certified mail or registered
mail, postage and fees prepaid, addressed as follows:
The City: City of Gallatin
132 West Main Street, Room ______
Gallatin, Tennessee 37066
Attention: _______________________
The Consultant: _____________________
_____________________
______________________
Attention: _____________
All notices shall be effective upon (i) receipt of the party to which notice is given, or (ii) on the
fifth (5th) day following mailing, whichever occurs first.
Section 15.
Exhibits. All exhibits referred to in this Agreement are, by reference, incorporated herein for all
purposes.
Section 16.
Delays. Any delays in or failure of performance by any party of his or its obligations under this
Agreement shall be excused if such delays or failure are a result of acts of God, fires, floods,
strikes, labor disputes, accidents, regulations or orders of civil or military authorities, shortages

Page 4
of labor or materials, or other causes, similar or dissimilar, which are beyond the control of such
party.
Section 17.
Additional Documents. The parties agree to execute any additional documents or take any
additional action that is necessary to carry out this Agreement.
Section 18.
Waiver. A waiver by any party to this Agreement of the breach of any term or provision of this
Agreement shall not operate or be construed as a waiver of any subsequent breach by either
party.
Section 19.
Governing Law; Jurisdiction; Venue. This Agreement 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/or any other or department of the State of Tennessee) and the Consultant that arises
from or relates to this Agreement 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. Consultant, 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.
Section 20.
No Third Party Beneficiaries. It is expressly understood and agreed that enforcement of the
terms and conditions of this Agreement, and all rights of action relating to such enforcement,
shall be strictly reserved to City and Consultant, and nothing contained in this Agreement shall
give or allow any such claim or right of action by any other third party on such Agreement. It is
the express intention of the parties that any person other than City or Consultant receiving
services or benefits under this Agreement shall be deemed to be an incidental beneficiary only.
Section 21.
Appropriation and Availability of Funds. This Agreement is subject to the appropriation and
availability of funds. In the event that the funds are not appropriated or are otherwise
unavailable, City reserves the right to terminate the Agreement upon thirty (30) days written
notice to Consultant. Said termination shall not be deemed a breach of agreement by City. Upon
receipt of the written notice, Consultant shall cease all work associated with the Agreement.
Should such an event occur, Consultant shall be entitled to compensation for all satisfactory and
authorized services completed as of the termination date. Upon such termination, Consultant
shall have no right to recover from City any actual, general, special, incidental, consequential, or
any other damages whatsoever of any description or amount.

Page 5
Section 22.
No Agency Relationship. The parties hereto, in the performance of this Agreement, shall not act
as agents, employees, partners, joint ventures, or associates of one another. It is expressly
acknowledged by the parties hereto that such parties are independent contracting entities and that
nothing in this Agreement shall be construed to create a principal/agent relationship or to allow
either to exercise control or direction over the manner or method by which the other transacts its
business affairs or provides its usual services. The employees or agents of one party shall not be
deemed or construed to be the employees or agents of the other party for any purpose
whatsoever.
Section 23.
Tennessee Government Tort Liability Act. City, being a political subdivision of the State, is
governed by the provisions of the Tennessee Government Tort Liability Act, Tennessee Code
Annotated, Sections 29-20-101, et seq, and all other applicable laws.
Section 24.
Discrimination Prohibited. Consultant hereby agrees, warrants, and assures that no person
shall be excluded from participation in, be denied benefits of, or be otherwise subjected to
discrimination in the performance of this contract or in the employment practices of the
Consultant on the grounds of handicap or disability, age, race, color, religion, sex, national
origin, or any other classification protected by Federal, Tennessee State constitutional, or
statutory law. Consultant shall, upon request, show proof of such nondiscrimination and shall
post in conspicuous places, available to all employees and applicants, notices of
nondiscrimination. Consultant agrees to insert a similar provision in all subcontracts, if any.
Section 25.
Title VI. Consultant shall comply with all the requirements imposed by Title VI of the Civil
Rights Act of 1964 (42 U.S.C. 2000d), 49 C.F.R., Part 21, and related statutes and regulations.
Consultant shall include provisions in all agreements with third parties that ensure compliance
with Title VI of the Civil Rights Act of 1964, 49 C.F.R., Part 21, and related statutes and
regulations.
Section 26.
Americans with Disabilities Act. Consultant will comply with all the requirements as imposed
by the Americans with Disabilities Act of 1990 and the regulations of the federal government
issued thereunder.
Section 27.
Conflicts of Interest Prohibited. Consultant warrants that no amount shall be paid directly or
indirectly to an employee or official of the City or State of Tennessee as wages, compensation, or
gifts in exchange for acting as an officer, agent, employee, subcontractor, or consultant to
Consultant in connection with any work contemplated or performed relative to this Agreement.
Section 28.
Lobbying. Consultant certifies that to the best of its knowledge and belief: