Shelter Project at Hilltop-Rosenwald Park

LEGAL NOTICE
INVITATION TO SUBMIT QUOTATIONS
The Town of Smyrna requests quotations for roof on main shelter at Hilltop-Rosenwald
Park for the Parks and Recreation Department. Bidders shall submit sealed quotations in
the format specified in the Invitation to Submit Quotations no later than 2:30 p.m. April
21, 2026 which time bids 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withdrawn after the scheduled closing time for a period of 90 days.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 Roof Project at Hilltop-Rosenwald Park
April 21, 2026 @ 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
formalities and to accept any bid deemed to be in the best interest of the Town.
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: March 31, 2026
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TABLE OF CONTENTS
PAGE
SECTION I - GENERAL INFORMATION 3
SECTION II - SPECIFICATIONS 4
SECTION III - PRICE QUOTATION 9
SECTION IV - SPECIFICATION COMPLIANCE 22
EXHIBIT A - PHOTOS OF EXISTING SHELTER AND
PHOTOS OF EXPECTED OUTCOME
EXHIBIT B - FEDERAL CLAUSES
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SECTION I - GENERAL INFORMATION
A. The Town of Smyrna desires to replace the existing metal roof and add wood decking
to the main shelter at Hilltop-Rosenwald Park for the Parks and Recreation
Department.
Smyrna Parks & Recreation location: Site of Project:
100 East Sam Ridley Pkwy 565 Mason Tucker Drive
Smyrna, TN 37167 Smyrna, TN 37167
Questions should be directed to Mike Moss 459-9773.
E-mail address: mike.moss@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 No bid may be withdrawn after the scheduled closing time for a period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 and Agreement shall be completed and included as an integral part of
each bidder's proposal.
E. Freight shall be paid by vendor and should be included in unit price bid.
F. The Town is a tax-exempt organization.
G. Mail is delivered after 10:00 a.m. Monday through Friday.
H. 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 ensure 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, religion, sex, national origin, age, disability or any other lawfully
protected classification.
I. Bid quotations must be submitted on the Town's quotation pages. No exceptions.
J. 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.
State of TN_Debarred_Vendors.pdf
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SECTION II - SPECIFICATIONS AND PRICE QUOTATION
This project is part of the Community Block Development Grant for this park.
Park Name and Address: Hilltop-Rosenwald Park
565 Mason Tucker Drive
Scope of Work:
* Replace metal roofing and install tongue and groove wood decking on the main
shelter at Hilltop-Rosenwald Park.
* Contractor to remove the existing metal roof
* Metal Roof to be 26-gauge multi-ribbed panels - colors to be determined by the
Town of Smyrna
* Contractor to use the appropriate hex head screws with EPDM rubber washers -
screws to match the roof color
* Contractor to use #30 felt paper, or appropriate felt paper, between decking and
roof panels
* Tongue and Groove decking to be 2"x6" pine with sealer applied
* Contractor to install 2"x6" pressure treated fascia board around the shelter and
wrap with metal
* The Town of Smyrna will remove and re-install the shelter lighting.
* The Town of Smyrna will work with the selected contractor to schedule work
around park activities including the Juneteenth Celebration which is scheduled for
June 20, 2026.
* Contractor to maintain a neat and safe workspace due to park activities and patrons
in the area
Pictures of examples of the expected outcome are shown in Exhibit A.
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/contractor for all applicable licensing laws.
SMYRNA/LOCAL 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
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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)
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
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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
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.
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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:
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.
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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 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.
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SECTION III - PRICE QUOTATION
Itemized Cost:
Removal of existing metal roof $
Metal Roof installation $
Tongue and Groove Decking $
Total Cost of Project $
Number of Days to Complete the Project from Notice to Proceed _________
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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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