Traffic Signal Equipment - Materials Only – Annual Contract

CITY OF
HENDERSONVILLE
101 MAPLE DRIVE NORTH
HENDERSONVILLE, TN 37075
REQUEST FOR BIDS
PROJECT NAME:
Traffic Signal Equipment - Materials Only - Annual Contract
ISSUE DATE: July 1, 2026
QUESTIONS DUE: July 22, 2026 AT 4:00 PM
ADDENDUM POSTED (IF NEEDED): July 24, 2026
SUBMITTALS DUE: July 31, 2026 AT 2:00 PM
BID NO. 27-0003
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 - Annual Contract
TABLE OF CONTENTS
DESCRIPTION: PAGE NUMBER:
Request for Bids 1
Table of Contents 2
Invitation to Bid 3
Bid Submittal Checklist 4
Bidding Instructions 5-6
General Conditions 7-9
Specifications 10
Bid Proposal Submittal Form 11
Bid Proposal Submittal Form (Page 2) 12-13
Title VI Compliance 14
Attachment A - City of Hendersonville Traffic Signal Specifications 15-16
Attachment B - Traffic Equipment Preferences 17-70
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INVITATION TO BID
The City of Hendersonville is accepting separate bids for the following Traffic Signal Equipment -
Materials Only - Annual Contract.
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 July 31, 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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BID SUBMITTAL CHECKLIST
Project Name: Traffic Signal Equipment - Materials Only - Annual Contract
Solicitation Number: 27-0003
Company Name:
The Bidder is responsible for ensuring that all required documents are submitted with its response. Failure
to provide required documentation may result in the response being deemed nonresponsive.
Please check all items included with your submission.
Completed Bid Submittal Checklist
Contractor and Applicable Subcontractor License Information Included on the Outside of Sealed Bid
Envelope in accordance with TCA 62-6-119
Completed Bid Proposal Submittal Form (Page 1)
Completed and Signed Bid Proposal Submittal Form Pricing Sheet (Page 2)
Acknowledgment of All Addenda Issued (if any)
Proof of Insurance or Evidence of Insurability (meeting or exceeding bid requirements)
Title VI Compliance Form (Voluntary - Not Required for Submission or Evaluation)
Proposed Delivery Schedule
CERTIFICATION
The undersigned certifies that this checklist has been reviewed and that all required documents have
been included in the submission. The Bidder understands that submission of this checklist does not
relieve the Bidder of responsibility for complying with all requirements contained in the solicitation.
Authorized Representative:
Title:
Signature: Date:
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BIDDING INSTRUCTIONS
Sealed bids will be received by the City of Hendersonville Finance Department for furnishing
traffic signal equipment and materials and supplying of all labor necessary to provide Traffic Signal
Equipment - Materials Only - Annual Contract 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 July 31, 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 sealed bid
envelope in accordance with T.C.A. 62-6-119:
1.) Project Name: Traffic Signal Equipment - Materials
Only - Annual Contract
2.) Bidder's Name:
3.) Business Address:
4.) Business Telephone:
5.) Bidder's Email:
6.) Prime Contractor's License Number:
7.) License Classification:
8.) 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) Bidder agrees, if awarded the contract to:
a. Commence work within ten (10) days of the issuance of a Notice to Proceed.
6) 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
7) The City of Hendersonville reserves the following rights: To waive any informalities, to
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reject any or all bids, and/or to award this contract to the bidder that best meets the needs
of the City of Hendersonville.
8) 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.
9) 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
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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.
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
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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
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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