RFB #24-04 High Mast Preventative Maintenance & Repair

Agency:	City of Athens
State:	Tennessee
Type of Government:	State & Local
NAICS Category:	238210 - Electrical Contractors and Other Wiring Installation Contractors 811219 - Other Electronic and Precision Equipment Repair and Maintenance 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance
Posted Date:	Sep 9, 2024
Due Date:	Sep 24, 2024
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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PURCHASING DEPARTMENT

REQUEST FOR BIDS

#24-04

HIGH MAST PREVENTATIVE MAINTENANCE & REPAIR

CLOSING LOCATION:

ATHENS MUNICIPAL BUILDING

815 North Jackson Street

Athens, TN 37303

ISSUED: Thursday, September 5, 2024

DUE: September 24, 2024, 3:30 PM EST

PURCHASING DEPARTMENT

TO:

FROM:

DATE:

SUBJECT:

Daily Post Athenian

City of Athens

September 5, 2024

LEGAL NOTICE

Please publish the following Legal Notice on September 7, 2024, and provide an Affidavit of

Publication as soon as possible.

LEGAL NOTICE

The City of Athens will receive sealed bids until 3:30 PM, September 24, 2024, for the

following:

High Mast Preventative Maintenance & Repair

RFB 24-04

The City of Athens reserves the right to reject any and all bids or waive any informalities and

to accept any bid deemed to be in the best interest of the City.

The City of Athens, Tennessee does not discriminate based on race, color, or national origin

in federal or state sponsored programs, pursuant to Title VI of the Civil Rights Act of 1964 (42

USC 2000d).

Further, no person shall, on the grounds of race, color, or national origin, be excluded from

participation in, be denied the benefits of, or be subjected to discrimination under any

program or activity receiving federal or state financial assistance.

For further information, please contact Angela Robbins at 423-744-2780 or

arobbins@athenstn.gov.

NOTICE FOR REQUEST FOR BIDS (RFB) #24-04

Notice is hereby given that the City of Athens is receiving sealed bids for High Mast

Preventative Maintenance & Repair for the City of Athens as described by the scope of work

included in this bid package.

Bids shall be identified on the exterior of the sealed envelope with all the information included in

the attached Bid Return Address Sheet and clearly marked. Bids are to be addressed to the City of

Athens and mailed or delivered to the following address:

City of Athens

ATTN: Angela Robbins

Purchasing Agent

815 North Jackson Street

Athens, TN 37303

Bids will be received until September 24, 2024 at 3:30 PM eastern, date/time stamps of 3:31 PM

or later will be rejected. Late bids will not be considered under any circumstances.

During the evaluation process, the City of Athens reserves the right, where it may serve the

City of Athens’ best interest, to request additional information or clarifications from vendors,

or to allow corrections of errors or omissions. Questions and requests for clarification or

additional information should be directed by telephone or e-mail to the following City contacts:

Angela Robbins

Purchasing Agent

(423) 744-2780

arobbins@athenstn.gov

Kevin L. Helms

Project Manager

(423) 744-2788

khelms@athenstn.gov

The City reserves the right to reject any or all bids regarding the quote, to waive irregularities in

any proposal, and to make an award in any manner, consistent with law, deemed in the best

interest of the City.

TERMS & CONDITIONS

1. BID SUBMITTAL FORM: Bids must be submitted on this form only and bear the handwritten signature

of an authorized representative of the firm to be considered valid. Unless otherwise stated by the City,

no bidder may withdraw their bid within a period of sixty (60) days after the date set for the opening of

bids.

2. SEALED BIDS: ALL bids must be SEALED and properly identified with the name and address of bidder;

the date, time, bid number and project title on the OUTSIDE of the bid return envelope.

3. INSURANCE: A sheet of minimum “INSURANCE REQUIREMENTS” shall be attached to these terms and

conditions when applicable. This sheet is provided for you and your insurance company.

4. Prices shall be quoted FOB Athens, TN. Delivery to City of Athens locations shall be without additional

charge unless otherwise requested by the City of Athens.

5. Failure to examine any drawings, specifications, and instructions will be at bidder’s risk. If bidder is in

doubt as to the true meaning of any part of the drawings, specifications, and instructions or other

documents, he should submit a written request for an interpretation to the Purchasing Department. An

interpretation of the document will be made and if necessary, an addendum shall be released via the

City’s website at www.athenstn.gov. The City will not be responsible for explanations or interpretations

of bid documents except as issued in accordance herewith.

6. Where a brand or trade name appears in the specifications, it is understood that the brand or trade

name referred to, or its approved equivalent, shall be furnished. If no mention is made of any

exceptions, it is assumed that he is bidding on the article mentioned and not an approved equivalent. If

a brand name is listed in the bid package and a vendor intends to bid another name, it is the

responsibility of the bidder to notify the Purchasing Department of his intent to do so by seven (7) days

prior to bid opening. This is to allow time to evaluate equipment or product. Failure to do so disqualifies

you as a bidder. An approved equivalent is defined as a bid item that meets or exceeds every

specification provided in the bid specifications and is approved by the City of Athens. However, the City

of Athens reserves the right to choose a specific name brand if standardizing to accommodate parts

supply, knowledge of maintenance, and to prevent the purchase of specialty tools.

7. The bidder is requested to attach brochure-type information and written specifications on the supplies

furnished. All guarantees and warranties should be clearly stated.

8. Prices quoted for all machinery, equipment, and vehicles shall include complete parts manual(s),

maintenance manual(s), service manual(s), and operator’s manual(s) without additional charge and are

to be delivered with the unit.

9. Bids and modifications or corrections thereof received after bid closing will not be considered. The City

is not responsible for delays in delivery by mail, courier, etc.

10. Any exceptions to these terms or conditions or deviations from written specifications will be shown in

writing and attached to the bid form.

11. Any alteration, erasure, additions to or omission of requested information, change of the specifications

or bidding schedule, is made at the risk of the bidder and shall result in the rejection of the bid unless

such changes are authorized by the specifications.

12. In the event cash discounts are offered by the bidder, the discount date shall begin with the date of the

invoice or the date of receipt of all material covered by the order/contract, whichever is the later date.

13. Charges for boxing or cartage will not be allowed unless previously agreed upon.

14. Default in promised delivery and failure to comply with specifications authorizes the City to purchase

supplies elsewhere and charge the difference to defaulting Vendor.

15. Bidder agrees to defend and save the City of Athens from and against all demands, claims, suits, costs,

expenses, damages, and judgments based upon infringement of any patents relating to goods specified

in this order or the ordinary use or operation of such goods by the City or use or operation of such goods

in accordance with bidder’s direction.

16. In case of error or discrepancy in the mathematics of the bid price, unit prices prevail.

17. By submission of a signed bid, the bidder certifies total compliance with Title VI and Title VII of the Civil

Rights Act of 1964, as amended and all regulations promulgated thereunder, as the City of Athens does

not discriminate based on race, color, or national origin in federal or state sponsored programs,

pursuant to Title VI of the Civil Rights Act of 1964 (42 USC 2000d).

18. By submission of a proposal, the interested firm and each person signing on behalf of any firm certifies,

and in the case of a joint award, each party thereto certifies as to its own organization, under penalty

of perjury, that to the best of its knowledge and belief that each proposer is not on the list created

pursuant to §12-12-106 – List of persons engaging in investment activities in Iran.

19. Contracts and purchases will be made or entered into with the lowest, responsible, compliant bidder

meeting specifications for the particular grade or class of material, work or service desired in the best

interest and advantage to the City of Athens. Responsible bidder is defined as a bidder whose

reputation, past performance, and business and financial capabilities are such that he would be judged

by the appropriate City authority to be capable of satisfying the City’s needs for a specific contract or

purchase order.

20. The City reserves the right to determine the low bidder either based on the individual items or based

on all items included in its Request for Bids, unless otherwise expressly provided in the Request for Bids.

The City reserves the right to accept any item or group of items of any kind and to modify or cancel in

whole or in part, its Request for Bids.

21. The City reserves the right to determine the low bidder by durability and maintenance cost over the life

of the vehicle or equipment. This may be done by means of experience or research. Initial cost may not

determine low bid.

22. All contracts or purchase orders issued for this award will be governed by the laws of the State of

Tennessee.

By signing below, I hereby acknowledge that I have read, understood, and accepted the above Terms &

Conditions:

BIDDER’S COMPANY NAME

COMPANY REPRESENTATIVE PRINTED NAME

SIGNATURE

TELEPHONE

FAX

THIS FORM MUST BE SIGNED AND SUBMITTED WITH BID

This page summarizes the opportunity, including an overview and a preview of the attached documents.

RFB #24-04 High Mast Preventative Maintenance & Repair

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