From time to time the City Of Fairview Tennessee has fulfillments requiring a formal Bid process or Request for Proposals (RFP). When an item such as this is available we post the details here.

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Note: If there are no posted details for any requests shown below, then there are currently no active requests seeking fulfillment.

INVITATION TO BID: Resurfacing of a Section of Horn Tavern Road


AUGUST 24, 2018


Sealed bids for the following will be received by Scott Collins, City Manager, City of Fairview, until 2:00 P.M. on Thursday, September 13, 2018, and at that time will be publicly opened in the city council chambers at Fairview city hall. At the regularly scheduled board of commissioners meeting to be held on Thursday, September 20, at 7:00 p.m. the bid will be awarded to the lowest responsible bidder or all bids will be rejected.


ITEM – 1. Resurfacing of a Section of Horn Tavern Road


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.


No submitted bids may be withdrawn for a period of thirty (30) days after the scheduled closing time of the receipt of bids. All bids shall be signed, sealed and addressed to the City Manager, City of Fairview, 7100 City Center Way, Fairview, TN, 37062, and marked as specified in the Bid Documents. The City of Fairview reserves the right to accept or reject any or all bids received, to waive any informalities in bidding and to re-advertise.


The location(s) to be resurfaced is as follows:


Horn Tavern Road from Highway 96 to a location approximately 200 feet East of Cleveland Lane, an estimated total of 4,600 linear feet.


The specifications for the resurfacing are as follows:


The surface is to be leveled with CW mix at 50 lbs. per square yard and the wearing surface shall be CW mix in an amount of 165 lbs. per square yard. All bids are to include the resurfacing, clipping the road shoulders, sweeping and tack coats, and all striping.



All Bids must include the following:


Bidder Company Name: _____________________________________________________


Bidder Company Address: ___________________________________________________




Bidder Company Contact Information: __________________________________________




Printed Name of Authorized Signer: ____________________________________________


Signature of Authorized Signer: ________________________________________________




  1. Bids must be submitted on this form only and bear the handwritten signature of an authorized representative of the firm to be considered valid. Be sure the envelope is completely and properly identified and sealed. Telephone bids or fax bids will not be accepted. Unless otherwise stated by the City, no bidder may withdraw its bid for a period of thirty (30) days after the bid opening date.


  1. Taxes. The City is exempted from Federal excise taxes and state and local sales taxes and bidders must quote prices which do not include such taxes. An exemption certificate will be furnished upon request.


  1. 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.


  1. Contract(s) will be made or entered into with the lowest, responsible, compliant bidder. Responsible bidder is defined as a bidder whose reputation, past performance and relative experience are such that it is capable of satisfying the city’s needs for the services to be provided.


  1. The City reserves the right to determine the low bidder either on the basis of the individual costs of the services or the aggregate costs of the services included in this INVITATION TO BID


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


  1. The City, in accordance with its governing directives, reserves the right to reject any and all bids, to waive any informality or irregularities in bids and unless otherwise specified by the bidder, to accept any item.


  1. The contract will be awarded only for the work specified herein.

  2. Liability and Insurance:


  1. The successful bidder must comply with the following insurance requirements:

Workmen’s Compensation – which shall provide protection against any liability imposed by the Workmen’s Compensation Law of the state in which the work is performed.

Liability Insurance – to defend, indemnify and save harmless the City from all claims and suits for injury or destruction of property and from all expenses in defending said claims and suits, including court costs, attorney’s fees and other expenses caused in any way by the acts or omissions of the Contractor or the Contractor’s agents, employees, or subcontractors during or in connection with said work, excepting on the property damage and bodily injury or death caused by the sole negligence of the City, its agents or employees.

Minimum required coverages are $500,000 for property damage and $1,000,000 for liability.

A Certificate of insurance shall be furnished to the City at the time of contract award wherein the types and amounts of coverage are documented.


  1. Invoicing. The City will remit payment to the bidder/contractor for services rendered within fifteen (15) days of invoice receipt of services rendered.









As per Tennessee Code Annotated, Title 12, and effective July 1, 2016:

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- 12-106.











******This Document must be signed & included with your Bid Submittal*****

Notice To Consultant Engineers Regarding A Request For Qualifications



August 23, 2018


The City of Fairview, Tennessee, an Equal Opportunity, Affirmative Action Employer, seeks to retain the services of a professional consultant engineering firm to provide services related to resurfacing and intersection improvements at SR-100 (HWY-1400) at Cumberland Drive, Fairview, Tennessee. The project, STP-M-100(82), PIN 126869.00, shall be accomplished in accordance with the project application with a completion date of December 31, 2022. The professional consultant engineering consulting firm must be on TDOT’s pre-approved list and must have unlimited status. Responsibilities of the professional consultant engineering firm include, but are not limited to:


  • Field surveying required for the design work.

  • Design of plans and specifications acceptable to TDOT, FHWA, and the City of Fairview.

  • Design of traffic management, roadway geometry, pavement, pedestrian access, utilities, etc.

  • Designs shall include compliance with the Manual on Uniform Traffic Control Devices.

  • Estimate project and construction costs.

  • Prepare bid notices and advertisements.

  • Environmental notice on all phases of the project.

  • Attend necessary meetings with TDOT and the City of Columbia related to this project.

  • Provide overall project management in accordance with State and Federal guidelines.

  • Prepare construction documents.

  • Prepare, develop and attend pre-construction conference.

  • Any other services necessary for the design, bidding, performance, construction and inspection of the project.


Firms may request consideration by submitting three (3) sets of statements of qualifications to the City of Fairview, Attention Scott Collins, 7100 City Center Way, Fairview, Tennessee, 37062. All statements of qualifications must be received by City Hall at 7100 City Center Way, Fairview, Tennessee 37062 no later than 4:00 p.m. on Thursday, September 20, 2018. Statements of Qualifications submitted shall indicate the scope of services to be completed by any sub-consultants. Contact City Manager Scott Collins at (615) 387-6084 or for more information.


Prequalification procedures, example letter of interest, list of pre-qualified firms and certified DBEs, TDOT’s standard procurement policy, and additional information can be found at the internet address


The City will evaluate the current prequalification statements on file for those submitting letters of interest and qualifications and choose a firm or firms, in accordance with the small purchase procurement procedures adopted under the City’s Consultant Selection Policy, who would make viable candidate(s) from which to make a selection or invite more detailed proposals and/or presentations. The factors that will be considered in evaluation of proposals are:


  1. Past experience in the required disciplines with TDOT and other clients. (15%)

  2. Past experience specific to intersection and roadway projects (25%)

  3. Qualification and availability of staff. (10%)

  4. Knowledge of FHWA and TDOT design, R.O.W. and construction (CEI) requirements (15%)

  5. Demonstrated ability to meet schedules without compromising sound engineering practices (10%)

  6. Evaluations on prior projects with TDOT and other clients, if available. (10%)

  7. Ability to successfully manage this project. (10%)

  8. Amount of work under contract with TDOT and other clients (5%)


Evaluation proceedings will be conducted within the established guidelines regarding equal employment opportunity and nondiscriminatory action based upon the grounds of race, color, sex, creed or national origin. Interested certified Disadvantaged Business Enterprise (DBE) firms as well as other minority-owned and women-owned firms are encouraged to respond to all advertisements by The City of Fairview. Details and instructions for DBE certification can be found at the following website:

City of Fairview Vehicle Financing RFQ

JULY 26, 2018


Sealed proposals, subject to the specifications and conditions contained herein and attached hereto, will be received in the city manager’s office at Fairview city hall, 7100 City Center Way, Fairview, TN, 37062, until4:00 p.m. on WEDNESDAY, AUGUST 8, 2018.

The City of Fairview invites qualified financial institutions to submit proposals to provide capital financing in the form of a lease or purchase for the specific vehicle identified below: New 2018 Spartan Fire Pumper Truck at a build/purchase price of $426,000.

The City of Fairview is seeking to finance this lease/purchase for a period of not less than ten (10} years and not more than fifteen (15} years. Interest shall be a “fixed rate”. Payments may be structured and submitted as either monthly, semi-annually or annually. The intent of this R.F.P. is to select the financial lease or purchase of the vehicle described in paragraph I, Introduction.

This vehicle was bid for build in 2017 is currently under construction. The anticipated delivery date of the vehicle is September 7, 2018.

1. Sealed Proposals: Responses to this request must be delivered or mailed and identified as:
City of Fairview
Attn: Scott Collins
7100 City Center Way
Fairview, TN 37062

2. The form of the proposal submitted shall be at the discretion of the bidder but shall minimally include the financing interest rate, full amortization schedule, sample loan or lease agreements and forms, the identification of any additional fees, and acknowledgement of the Community Reinvestment Act compliance.

3. Each proposal shall include at least two (2) copies of the proposal submitted.

4. Each proposal shall include the name and contact information for the individual who will serve as the city’s account representative.

5. The City of Fairview will make available its audited financial statements for the fiscal year ending June 30, 2017. The audited financial statements for the fiscal year ending June 30, 2018, are not available at the time of the request for proposals.

6. Questions for additional information related to this request for proposals should be em ailed to city manager Scott Collins at

Subsequent to the opening of the proposals submitted the city manager, city recorder and city finance director will review the proposals and formulate a recommendation to be made to the City of Fairview Board of Commissioners. This item will be before the City of Fairview Board of Commissioners at their regularly scheduled August 16, 2018, 7:00p.m. meeting.

1. The City of Fairview reserves the right to reject any or all proposals, to waive any irregularities or informalities in any proposal or in the process. The institution selected will be the institution whose proposal, in the estimation of the city, is the best proposal considering all aspects of the proposal, including the total net cost of the financing or lease.

2. In the event that the institution selected for award cannot fulfill the proposal the City of Fairview may give notice to the awarded institution that the financing will be awarded to the next most qualified bidder or that the city will advertise for new proposals.

3. The City of Fairview is under no obligation to move forward with this financing or to enter into any agreements as a result of this solicitation. Each institution submitted a proposal agrees that the expense of preparing and submitting a proposal is the responsibility of the institution.

4. The failure or omission of any institution to examine this document shall in no way obligate the city in any matter of this request for proposals.

5. All federal, state and local laws, ordinances, rule and regulations that in any manner affect the financing specified herein apply. Any lack of knowledge by any submitting institution will in no way be a cause for relief from responsibility.

6. Any financing or lease entered into as a result of this request for proposals shall remain with the originating institution and shall not be reassigned or sold by the institution/lender.

7. This transaction will be a bank qualified tax-exempt obligation for the purposes of the Internal Revenue Code. This transaction will not be rated by any bonding agency.

1. The City of Fairview shall be responsible for all insurance, title fees, maintenance and risk of loss associated with the vehicle being purchased.

2. The City of Fairview reserves the right to prepay all or a portion of the amount financed or any balance due, at any time, without penalty or fees of any kind.

3. No proposal submitted shall be altered, amended or withdrawn. Negligence on the part of the bidder affords no right for withdrawal after all bids have been opened.

4. Each proposal must contain the full name and business address oft he bidder, must include the name, title, and contact information for the institution representative authorized to submit proposal, and must be signed by the person authorizing the proposal.

The City of Fairview will not discriminate in the purchase of any goods or services on the basis of race, color, religion, sex, national origin, age, disability, or any other lawfully protected class.