Sevierville City Hall Roof Replacement

Bid Package
For
Sevierville City Hall
Roof Replacement
City of Sevierville
Public Works Department
120 Gary Wade Boulevard
P. O. Box 5500
Sevierville, TN 37864-5500
Contact: Bob Moncrief
Phone: (865) 868-1552
Email: bmoncrief@seviervilletn.org
July 2026

INFORMATION FOR BIDDERS
RECEIPT AND OPENING OF BIDS
The City of Sevierville, Tennessee (herein called the "Owner") invites bids on the form(s)
attached hereto for REPLACEMENT OF METAL and SINGLE PLY ROOFS. The Owner will RECEIVE BIDS
UNTIL 5:00 PM, August 21, 2026, at Sevierville City Hall, 120 Gary Wade Boulevard, Sevierville,
Tennessee, 37862 (Mailing address: P. O. Box 5500, Sevierville, Tennessee, 37864-5500). Bids will be
PUBLICLY OPENED AND READ ALOUD Wednesday, August 26, 2026, 3:00 P.M. at Sevierville City Hall,
120 Gary Wade Boulevard, Sevierville, Tennessee. The envelope containing the bid must be sealed,
addressed to Linda Underwood, City Coordinator Administration and must bear the following
information:
Name of Bidder
Bidder's Address
Date and Time of Bid Opening
Bid Enclosed: City Hall Roof Replacement
NOTE: Each bidder shall submit three (3) copies of the completed bid packet or bid packet may be
rejected.
The Owner may consider informal any bid not prepared and submitted in accordance with the
provisions hereof and may waive any informality or reject any and all bids. Any bid received after the
time and date specified shall not be considered.
QUALIFICATIONS OF BIDDERS
The Owner may make such investigations as he/she deems necessary to determine the ability of
the Bidder to supply the necessary roof replacement, and the Bidder shall furnish to the Owner all such
information and data for the purpose as the Owner may request. The Owner reserves the right to reject
any bid if the evidence submitted by, or investigation of, such Bidder fails to satisfy the Owner that such
Bidder is properly qualified to carry out the obligation of the contract by supplying the roof replacement
contemplated therein. Conditional bids will not be accepted.
METHOD OF AWARD - LOWEST QUALIFIED BIDDER
If at the time this contract is to be awarded the lowest base bid submitted by a responsible
Bidder does not exceed the amount of funds then estimated by the Owner as available to finance the
contract, then the contract will be awarded the bid. If such bid exceeds such amount, the Owner may
reject all bids or may award the contract with the lowest bid with such deductible alternates to produce
a net amount that is within the available funds.
A single award will be made from this bid. Award(s) will be based on the low evaluated
bidder per schedule.
In evaluating bids, the Owner will consider the bidder's performance standards with regard to
specific application, whether or not the bids comply with the minimum requirements, and such
alternates, unit prices, availability and any other data the bidder may provide with his bid. This may be
done by means of past experience or research. Initial cost may not determine low bid. In case of error
or discrepancy in the mathematics of the bid price, the unit prices shall prevail.
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QUANTITIES AND LENGTH OF CONTRACT
This contract is for the replacement of a metal and TPO roof at the Sevierville City Hall building.
Prices quoted are to be valid and firm for up to six months following the award of the bid.
OBLIGATION OF BIDDERS
At the time of the opening of bids, each Bidder will be presumed to have read and to be
thoroughly familiar with the specifications. The failure or omission of any Bidder to examine all the
forms, instruments, and documents shall in no way relieve the Bidder from any obligation in respect to
his/her bid.
Each Bidder is requested to fill out and return the attached pre-qualification form, Title VI
Information, vendor information sheet, W-9, TN Drugfree Workplace affidavit and Business Tax &
License Affidavit as a part of the bid package.
VENDOR INFORMATION
The service offered for bid shall meet or exceed the specifications attached to this bid package
and shall be considered as minimums unless otherwise indicated. Adequate vendor information shall be
included with the bid for determination of meeting the specifications. Any exceptions shall be explained
in writing and submitted as a part of the bid package.
INSURANCE COVERAGE REQUIREMENTS
These coverage requirements apply to the Contractor and any Sub-Contractors who may perform
services on this project.
Commercial General Liability Insurance written on an occurrence form with policy limits of not less than
one million dollars ($1,000,000) each occurrence.
Automobile Liability Insurance covering vehicles owned, and non-owned vehicles used, by the
Contractor, with policy limits of not less than one million dollars ($1,000,000) per accident, for bodily
injury, death of any person, and property damage arising out of the ownership, maintenance, and use of
those motor vehicles along with any other statutorily required automobile coverage.
Workers' Compensation with statutory limits as required by Tennessee law.
Employers' Liability Insurance with policy limits not less than one million dollars ($1,000,000) each
accident, one million dollars ($1,000,000) each employee, and one million dollars ($1,000,000) policy
limit.
The successful bidder may achieve the required limits and coverage for Commercial General Liability and
Automobile Liability through a combination of primary and excess or umbrella liability insurance,
provided that such primary and excess or umbrella insurance policies result in the same or greater
coverage as those required, and in no event shall any excess or umbrella liability insurance provide
narrower coverage than the primary policy.
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CONDITIONS FOR ALL COVERAGES
Additional Insured: The City of Sevierville, its Board of Mayor and Aldermen, officers, employees, agents,
representatives, boards, commissions, committees, and volunteers (hereinafter referred to as Owner)
are to be covered as Additional Insured with respect to liability arising out of activities performed by or
on behalf of the Contractor; products and completed operations of the Contractor; premises owned,
leased or used by the Contractor or premises on which Contractor is performing services on behalf of
the Owner. The coverage shall contain no special limitations on the scope of protection afforded to the
Owner.
Notice of Cancellation or Non-renewal: Each insurance policy required by this clause shall be endorsed
to state that coverage shall not be suspended, voided, cancelled, reduced in coverage or in limits except
after thirty (30) days prior written notice has been given to the Department Head granting this bid
and/or to the Risk Manager for the Owner.
Acceptability of Insurers: Insurance is to be placed with financially sound Tennessee admitted insurers
(Best's rating of A or better) or approved by Owner's Risk Manager. City of Sevierville Risk Manager,
Rebecca Nowack, phone (865) 453-5504.
Certificates of Insurance: Contractor shall furnish the Owner with certificates of insurance with original
endorsements affecting coverage required by this clause. The certificates and endorsements for each
policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The
certificates and endorsements are to be received and approved by the Owner before work commences.
Defense, Indemnification and Hold Harmless Agreement: Contractor hereby agrees to indemnify,
defend and hold harmless the Owner from any and all loss, damage, cost, expense, liability, claims,
demands, suits, attorney's fees and judgments arising directly or indirectly from or in any manner
related to the work, project, event or other purposes in connection with the Contractor's performance
or failure to perform under the terms of this contract, regardless of the active or passive nature of any
negligence by the Owner, except as otherwise expressly stated herein. Contractor shall not be
responsible when such liability arises from the sole negligence of the Owner. Contractor shall pay
Owner for any costs incurred in enforcing this provision.
IRAN DIVESTMENT ACT
By submission of this bid, each bidder 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 12-
15-106.
PERFORMANCE BONDING
A certified cashier's check or bid bond in the amount of five percent (5%) of the bid will be required with
the bid. 100% Payment and Performance Bonds will be required by the selected contractor. All bidders
must have appropriate contractor licensing in Tennessee with a General Contractor's license with the
proper financial limits.
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MANDATORY PRE-BID MEETING
There will be a mandatory pre-bid meeting at Sevierville Public Works, 310 Robert Henderson Road,
on Wednesday, August 5, 2026, at 11:00 AM. Only contractors that attend this meeting will be
considered qualified to submit a bid for this project. Additionally, all bidders are required to be pre-
qualified prior to submitting a bid for this project. The pre-qualification form is included in the
specifications.
PLANS AND SPECIFICATIONS
Plans and specifications for the work will be available to all invited bidders by contacting the City of
Sevierville Project Manager/Central Services Manager, Bob Moncrief, at (865) 868-1552, or by email at
bmoncrief@seviervilletn.org or by contacting the engineer, Metal Roof Consultants at
chuck@metalroofconsultants.net. Chuck Howard, PE, is the principal of this project.
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BID FORM FOR
METAL ROOF / SINGLE PLACE ROOF REPLACEMENT
Company:
Contact Name:
Contact E-mail Address:
Address:
Phone:
Fax:
Federal Tax Identification Number:
Business License #
City:
Manufacturer: Project Duration (days):
Base Bid _______________________ (words) $
Addendum Received: ____(date),____ (date), ____ (date), ______ (date)
It is further understood and agreed by the undersigned in submitting this proposal that the Owner
reserves the following rights and privileges:
a. To accept or reject any or all bids, and/or waive any of the informalities in the bidding.
b. To reject all items of equipment and materials which do not conform to or exceed these
specifications, without altering bid price of this proposal.
c. To re-bid anytime during the term of the contract.
Note: Bidders shall not add any conditions or qualifying statements to this bid, except as provided
herein, as otherwise the bid may be declared irregular as not being responsive to the Advertisement for
Bids.
If you have questions regarding the specifications contained in this bid package, please contact:
Bob Moncrief, Project Manager
Public Works Department
(865) 868-1552
bmoncrief@seviervilletn.org
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Bid Submitted by: ________________________________
Contractor
Authorized Signature Name (Printed)
Title Date
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General Requirements
Summary of work
A. Scope of Work
1. Installing a new metal standing seam roof over the existing metal roof at the Sevierville
City Hall per Section 07400 - Metal Roof and Structural Framing of the specifications.
2. Installing a new single ply roof in the mechanical pit per Section 07533 - Thermoplastic
Copolymer Member Roofing of the specifications
3. Install 16-gauge steel sub-framing that matches the slope of the existing roof.
4. Relocate and offset all existing rooftop equipment, stacks, vents, etc. into the new roof
plane with proper clearance above the new roof.
5. Install 4" un-faced fiberglass insulation above the existing roof to completely fill the void
between that roof and the new metal roof.
6. Install new, standing seam, interlocking metal roof system complete with all trim,
flashings, gutters, downspouts and accessories as required to provide a 40-year warranty
for weathertightness.
7. All building components which require specific designs for this project shall be designed in
accordance with the drawings and these specifications and with applicable codes. Where
design requirements vary, the stricter requirements shall be used for the component
design.
8. All work on this project shall be performed within the project limits as agreed to with the
owner at the pre-construction meeting.
9. Install new single ply roof system, per Section 07533 of the specifications and the bid
drawings.
B. Special Conditions
1. Application of materials shall be in accordance with the approved supplier's
recommendations, as shown in the approved shop drawings approved by the engineer.
2. The buildings will be occupied during installation of the new metal roof. The contractor
shall be responsible for the conditions of the buildings and grounds, and shall, at times,
make adequate provisions to protect adjacent work, materials, and users of the building.
Discarded materials shall be picked up daily. Care shall be taken in removing discarded
materials or equipment from the roof so as not to cause injury to people or damage
buildings and grounds. All stored materials and equipment shall be secured so as not to
present a hazard to building occupants or existing structures.
3. The contractor shall keep the work area free of all unauthorized or objectionable people.
4. At the end of the project the contractor shall remove all surplus materials from the
premises. Any damage to buildings or the grounds caused by the work of the project shall
be repaired by the contractor and brought to the same or better condition that existed
prior to construction.
5. Upon completion of the work, a final inspection shall be held with the contractor,
engineer and owner.
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6. The contractor shall have on the site always when work is underway, an experienced
foreman or superintendent (3 years minimum) who is responsible for the work.
7. The contractor shall designate and identify to all interested parties, the authoritative
person in the contractor's employ who will be responsible for all contract and subcontract
work, and who can be immediately contacted at any time, day or night, throughout the
duration of the contract and who will have authorization to order work or repairs at any
time that might be urgently required as a result of the contractor's work.
8. The work crew shall have at least one experienced worker (2 years minimum) for each
inexperienced worker, excluding the foreman, as judged by the engineer.
9. The work crew shall consist of no more than 6 workers with 1 foreman. If more than 6
workers are on the job, then a second foreman with 3-years minimum experience will be
required.
10. Care shall be directed to the protection of roof top equipment. Damaged equipment shall
be replaced at the contractor's expense.
11. All penetrations through the roof membrane or damaged membrane must be sealed daily.
The contractor shall be responsible for the repair or correction of all damage caused by
leaks that are a result of the roofing operation.
12. All drilling or bolting should take place when interior areas under this work are cleared.
C. Allowances
1. All bidders are to include an allowance of $10,000 in their base bid amount. This
allowance is to be used for additional work authorized in writing by the owner, through
the engineer, and is to include the contractor's overhead and profit. No work utilizing this
allowance is to occur without prior written consent from the owner and a formal change
order issued.
D. Alternates
1. None
E. Project Meetings
1. Pre-construction conference- After award of contracts and prior to commencement of
construction by the contractor, a pre-construction conference will be scheduled for
representatives of the owner, the contractor's project manager and job superintendent or
foreman, metal roof manufacturer representative, and the engineer. The engineer will
coordinate and announce this meeting. At this meeting the contractor will provide a
project schedule for approval, coordination between contractor and owner activities will
be discussed including any interruptions in utilities or other interruptions to the owner's
operations, and the date for the first monthly meeting will be set.
2. Monthly meetings- Meetings with the owner, engineer, and contractor will
generally be held monthly to coordinate and expedite the progress of the work. In
addition, meetings may be scheduled at more frequent intervals when required for
solution of problems, or when requested by an interested party. These meetings
will be conducted on site with representatives from interested parties and/or a
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conference call and video uploads when appropriate and acceptable to all parties
involved.
F. Control of the work
1. The contractor shall provide and set all controls and be responsible for any and all
construction staking, or other devices required to establish on the site all lines, levels,
grades and measurements necessary for the proper execution and control of the work
required by the drawings and project manual.
2. All finished surfaces shall conform to the lines, levels, grades and dimensions shown on
the drawings and project manual except for deviations that are approved by the engineer
and owner.
G. Temporary facilities and controls
1. Temporary utilities- The contractor shall arrange for and furnish at their expense all
lighting, telephone and other temporary utilities necessary for construction. Temporary
electricity and water furnished by the owner will be available on or near the site, for the
contractor's use.
2. Construction personnel other than the project manager and superintendent/foreman shall
not enter the buildings on the site to use a telephone.
3. Temporary toilets- The contractor shall provide and maintain temporary toilets at their
expense as necessary for the use of all construction personnel. They shall be located and
built in accordance with state, county and local ordinances and shall be maintained in a
sanitary condition. Toilets within the existing buildings on the site or other toilets
provided shall not be used by construction personnel.
H. Safety
1. In accordance with generally accepted work practices, the contractor shall be solely and
completely responsible for the conditions of the work site, including safety of all people
and property during the performance of the work. This requirement shall apply
continuously and not be limited to normal working hours.
2. The duty of the owner or engineer to conduct inspections, field observations, construction
review (field review) of the contractor's performance is not intended to include review or
inspection of the adequacy of the contractor's safety measures, in, on, or near the
construction site.
3. The drawings, project manual and contract documents do not contain the necessary
components for safety during construction. Such components shall be the responsibility
of the contractor to provide and maintain.
4. The contractor shall maintain the area within the project limits in a clean and safe
condition.
I. Schedule/Liquidated Damages
1. The schedule for this project is as follows:
a. Advertise-July 7, 2026
b. Pre-bid meeting-August 5, 2026, 11:00 a.m. Public Works
c. Formal bids due-August 21, 2026, 5:00 p.m. City Hall
d. Pre-construction meeting-TBD
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