Traffic Signal Equipment - Materials Only

CITY OF
HENDERSONVILLE
101 MAPLE DRIVE NORTH
HENDERSONVILLE, TN 37075
REQUEST FOR BIDS
PROJECT NAME:
Traffic Signal Equipment - Materials Only
ISSUE DATE: April 30, 2026
QUESTIONS DUE: May 20, 2026 AT 4:00 PM
ADDENDUM POSTED (IF NEEDED): May 22, 2026
SUBMITTALS DUE: May 28, 2026 AT 2:00 PM
BID NO. 26-0014
JAMIE CLARY, MAYOR
CITY OF HENDERSONVILLE
PUBLIC WORKS DEPARTMENT
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City of Hendersonville
Public Works Department
PROJECT NAME:
Traffic Signal Equipment- Materials Only
TABLE OF CONTENTS
DESCRIPTION: PAGE NUMBER:
Request for Bids 1
Table of Contents 2
Invitation to Bid 3
Bidding Instructions 4-5
General Conditions 6-8
Specifications 9
Bid Proposal Submittal Form 10
Bid Proposal Submittal Form (Page 2) 11-12
Title VI Compliance 13
Attachment A - City of Hendersonville Traffic Signal Specifications 14-15
Attachment B - Traffic Equipment Preferences 16-69
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INVITATION TO BID
The City of Hendersonville is accepting separate bids for the following Traffic Signal Equipment -
Materials Only.
Specifications may be obtained by email request to Todd Baun with the Public Works Department at
tbaun@hvilletn.org or by paper copy from the Public Works Department, Hendersonville City Hall, 101
Maple Drive North, Hendersonville, TN 37075.
Bids must be submitted by May 28, 2026, for the opening at 2:00 PM (CST), at which time they will
be opened in the Conference Room 1 at Hendersonville City Hall, 101 Maple Drive North, Hendersonville,
Tennessee 37075.
The City reserves the right to refuse any and all bids.
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BIDDING INSTRUCTIONS
Sealed bids will be received by the City of Hendersonville Finance Department for furnishing all materials
and supplying of all labor necessary to provide Traffic Signal Equipment - Materials Only in the City of
Hendersonville City Limits.
Copies of the specifications and contract documents may be examined and obtained at the Public Works
Department, located at Hendersonville City Hall, 101 Maple Drive North, Hendersonville, Tennessee 37075.
For further information, contact , Todd Baun, Project Manager, tbaun@hvilletn.org or 615-822-1016
BIDDING REQUIREMENTS
1) Bid proposals will be received by the City of Hendersonville Finance Department, located at
Hendersonville City Hall, 101 Maple Drive North, Hendersonville, Tennessee 37075, no later
than 2:00 PM on May 28, 2026 Bids must be submitted in the format shown below. Bids received
after this time and/or bids improperly submitted shall be returned to the bidder unopened.
Telegraphic bids will not be accepted.
2) The following information shall be clearly noted on the outside of the bid package:
1.) Project Name: Traffic Signal Equipment - Materials
Only
2.) Bidder's Name:
3.) Business Address:
4.) Business Telephone:
5.) Bidder's Email:
6.) Contractor's License No. and Classification:
7.) License Expiration Date:
3) Bidder shall be a business properly licensed by the State of Tennessee.
4) The contractor shall supply proof of insurance prior to commencing with work.
5) All bidders must submit their qualifications and list of relevant equipment with their bids. Failure
to do so may be cause for the rejection of the bid.
6) Bidder agrees, if awarded the contract to:
a. Commence work within ten (10) days of the issuance of a Notice to Proceed.
7) Contract/Project Administration: The Project Manager, or their designated representative(s), shall
serve as the owner's representative. All requests, correspondence and submittals pertaining to this
contract shall be addressed, in writing, to the attention of:
Todd Baun, Project Manager
Public Works Department
101 Maple Drive North
Hendersonville TN 37075
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8) The City of Hendersonville reserves the following rights: To waive any informalities, to reject any
or all bids, and/or to award this contract to the bidder that best meets the needs of the City of
Hendersonville.
9) NOTE: The cost of required insurance is not a separate bid item and as such must be
included within the bid at an appropriate rate applied to all items.
10) The City of Hendersonville reserves the right to make multiple awards of this contract if
it is deemed to be in the best interest of the City.
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GENERAL CONDITIONS
A. CONTRACTOR'S DUTIES
All work performed under this contract shall be performed in accordance with all provisions of the
specifications. Any deviations from the specifications must be approved in writing by the owner
or his representative, prior to performance. The contractor in writing shall, immediately upon
discovery, bring to the attention of the owner any conflicts which May occur among the various
provisions of the specifications. The owner shall resolve such conflicts as soon as possible. Failure
of the contractor to bring conflicts or exceptions to the attention of the owner shall allow the
owner to require any changes deemed necessary, before acceptance by the owner.
B. MATERIALS
All materials supplied by the Contractor under the provisions of these specifications shall be new
materials of the kind and character called for by the specifications. Materials not matching the
specifications shall be replaced, in a manner satisfactory to the owner, at the Contractor's sole cost.
All materials to be furnished under these specifications shall be the standard product of a
manufacturer regularly engaged in the production of such material and shall be the manufacturer's
current standard product and shall be delivered to the site with appropriate tickets given to the
owner.
C. CONTRACT DURATION
Prices shall remain in effect for two (2) years with three (3) automatic one-year extensions.
Extension Clause: The extension option shall be exercised, at least, thirty days prior to the
expiration of the Contract.
The Unit Prices for traffic signal materials shall remain firm for the initial contract term. Upon
renewal, price adjustments may be requested based on the U.S. Producer Price Index (PPI) Code
WPU117603032 (Vehicular and Pedestrian Traffic Control Equipment). Any adjustment is capped
at five percent (5%) annually and requires sixty (60) days written notice to the Public Works
Director with documented proof of the index change.
D. DISPUTES
For the purpose of this contract, all disputes arising from this contract, or its interpretation shall
be in writing address to the Public Works Director. The Public Works Director's decision shall be
final.
E. UNIT PRICES
The unit price for each of the several items in the proposal of each bidder shall include its pro-rata
share of overhead and incidental costs; so that the sum of the products obtained by multiplying the
quantity shown for each item by the unit price bid represents the total bid. Any bid not conforming to
this requirement may be rejected as incomplete. Special attention of all bidders is called to this
provision, should conditions make it necessary to revise the quantities, no limit will be fixed for
such increased or decreased quantities; no extra compensation allowed.
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F. INSURANCE REQUIREMENTS
Contractors must possess the following insurance to be considered as a responsive bidder:
Worker's Compensation: $1,000,000
Employer's Liability:
Each accident: $1,000,000
Disease, policy limit $1,000,000
Disease, each employee $1,000,000
General Liability:
Each occurrence: $1,000,000
Aggregate: $2,000,000
Automobile Liability: $1,000,000
Professional Liability:
Each claim: $1,000,000
Aggregate: $2,000,000
G. PAYMENT TO THE CONTRACTOR
Contractor shall as soon as practical, after final acceptance by the City, submit an invoice for the
amount of work done and the value thereof. The invoice shall contain the following information:
Purchase order number, location of work, quantities of each item in place, cost of each unit of work,
and total amount due, on the Contractor's invoice form. Final quantities for each individual work
assignment shall be checked, approved, and signed by the Public Works Director and/or an official
representative of the City of Hendersonville. After such approval, the City of Hendersonville shall
pay, or cause to be paid the contractor, in the manner provided by law, the entire sum so found to
be due hereunder.
H. GENERAL
Successful bidder shall obtain a valid City of Hendersonville business license, prior to beginning
any work.
Time for Completion: The Contractor shall furnish and deliver all specified traffic signal
equipment and materials in accordance with the bid requirements. Once started, the Contractor
will complete all deliveries in a timely manner consistent with the required schedule and maintain
sufficient capacity to complete all orders through final delivery.
The City reserves the right to reject all or portions of any project which contains defective
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materials and/or workmanship. Final inspection of the materials and workmanship shall be made
as promptly as practicable, but failure to inspect and accept or reject materials or workmanship
shall not impose liability on the City of Hendersonville for such materials or workmanship which
are not in accordance with specifications. Prior approval must be obtained in the event necessity
requires the use of materials or supplies not conforming to the specifications. Payment may be
made at a proper adjustment in price.
Protection of Persons and Property: The Contractor shall be responsible for any/ all injuries or
damages to persons or property that may occur in connection with the performance of work under
this contract. He shall take all necessary precautions and exercise adequate diligence to prevent
injuries or damages of any nature to persons or to property of others during the prosecution of this
contract. The Contractor shall defend the City of Hendersonville against any and all claims which
may arise from the performance of this contract.
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SPECIFICATIONS
GENERAL
RELATED SPECIFICATIONS
A. Related Specifications/Guidelines:
Manual on Uniform Traffic Control Devices (MUTCD), 11th Edition
B. Related Specifications/Guidelines:
City of Hendersonville Traffic Signal Specifications - See Attachment A
Current version of NES guidelines, forms, documents
QUALITY ASSURANCE:
A. All procedures shall be performed in accordance with the manufacturer's product specifications
and requirements.
B. All materials shall meet all requirements of these Specifications and shall be the manufacturer's
current product, and shall be delivered to the project in the Manufacturer's unopened containers.
SUBMITTALS:
The contractor shall submit cut sheets as necessary to adequately describe any part of the material that
may detail beyond the plans and specifications provided.
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BID PROPOSAL SUBMITTAL FORM
PROJECT NAME: Traffic Signal Equipment- Materials Only
FULL LEGAL COMPANY NAME:
COMPANY ADDRESS:
TELEPHONE NUMBER: ( ) -
BIDDER'S NAME:
BIDDER'S EMAIL:
CONTRACTOR'S LICENSE
NUMBER:
CLASSIFICATION:
Bidder agrees: To perform all work described in these Bid Documents. To furnish all necessary materials,
labor, tools, and equipment, as specified, to complete the work in accordance with the Standards as set
forth by Hendersonville Public Works Department; for the sum listed on the bid form.
The City of Hendersonville may accept partial proposals if contractors are not able to complete every line
item in the bid table. Please mark N/A for Total Price for items that are not being proposed.
Equipment and materials specified by brand name or model number in the below items establish a standard
of quality, function, and durability. Bidders proposing an 'approved equal' must submit comprehensive
technical specifications and a certified statement of compatibility for evaluation by the Traffic Engineering
Department. The City reserves the sole right to determine if a substitute is truly equivalent to the preferred
specification.
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