Project Information

Bid Title

Westlake Gateway Sign Fabrication and Installation

Issuing Agency

City of Hendersonville

Location

Tennessee

Published Date

May 22, 2026

Closing Date

Jun 4, 2026

Government Level

State & Local

Status

Closed

Ref. #

26-0013

Original Source

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Bid Documents

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Project Description

Bid Number:	26-0013
Bid Title:	Westlake Gateway Sign Fabrication and Installation
Category:	Request for Qualifications/Proposal
Status:	Open

Description: The City of Hendersonville is seeking proposals from qualified vendors for the fabrication and installation of one (1) specialty custom illuminated pylon sign and base to be located on the south side of W. Main Street (US-31E) at the western terminus of the street sidewalk running in front of Rhythm Chrysler Dodge Ram Jeep Dealership in Hendersonville, Tennessee. This project aims to create a distinctive, durable, and illuminated sign that appropriately designates the western city limits and a primary entry point into the City. RFP TIMELINE* REVISED: RFP Posting:  April 27, 2026 All questions must be received by:  May 11, 2026 no later than 1:00 p.m. Addendum posted (if needed):  May 15, 2026 Proposals Due:  June 4, 2026 no later than 2:00 p.m.* RFP Ranking Period:  June 8, 2026 - June 12, 2026* Anticipated Proposal Selection/Award:  June 12, 2026* *Timeline is subject to change at the City’s discretion. Proposal due date, RFP ranking period, and Proposal Selection/Award dates may be extended if a substantial addendum is issued. Please see full details and specifications in the attached file linked below. Publication Date/Time: 4/27/2026 1:00 PM Closing Date/Time: 6/4/2026 2:00 PM Addendum Date/Time: 5/15/26; 5/22/26 Contact Person: Timothy Whitten twhitten@hvilletn.org Related Documents: RFP 26-0013 Westlake Gateway Sign Fabrication and Installation (PDF) Addendum 1 to 26-0013 Addendum 2 to 26-0013

Attachment Preview

CITY OF HENDERSONVILLE, TENNESSEE

Request for Proposal Form

1. PROJECT NAME:

Westlake Gateway Sign Fabrication and Installation – RFP #26-0013

WHO WE ARE:

The City of Hendersonville is a medium sized city in Sumner County, 17 miles from downtown Nashville.

The city’s population is approximately 62,000 and growing daily. Hendersonville is bounded by Old

Hickory Lake to the south and has over 30 miles of lakefront property. The Board of Mayor and Alderman

guide the city priorities and city departments, including police, fire, public works, parks, administrative

services, finance, building and codes, city court and planning.

2. PURPOSE OF THIS RFP:

The City of Hendersonville is seeking proposals from qualified vendors for the fabrication and

installation of one (1) specialty custom illuminated pylon sign and base to be located on the south side

of W. Main Street (US-31E) at the western terminus of the street sidewalk running in front of Rhythm

Chrysler Dodge Ram Jeep Dealership in Hendersonville, Tennessee. This project aims to create a

distinctive, durable, and illuminated sign that appropriately designates the western city limits and a

primary entry point into the City.

3. WHAT THE CITY EXPECTS IN THE PROPOSAL:

Proposers must submit a comprehensive proposal that addresses all aspects of this RFP and includes the

following sections:

1. Executive Summary:

 A brief overview of your understanding of the project and your proposed solution.

2. Company Profile:

 Legal name and address of the company.

 Primary contact person (name, title, phone, email).

 Years in business.

 Experience with similar custom illuminated pylon sign projects with unique design features

(provide a minimum of three (3) relevant project examples with client references).

 Company qualifications, certifications, and all applicable Tennessee contractor licenses

required for sign fabrication and installation, provided in accordance with Section 11,

Submitting Proposals.

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CITY OF HENDERSONVILLE, TENNESSEE

Request for Proposal Form

3. Project Understanding and Approach:

 Demonstrate your understanding of the project's unique requirements, specifically

referencing the provided design document (HGS_32326.pdf), as well as the staged

deliverables.

 Detail your proposed approach to fabrication and installation, including any specialized

equipment or techniques.

 Outline your project timeline, including key milestones.

 Describe your plan for obtaining "Stamped Engineering Required" for the structure.

 Outline your plan for traffic control during installation.

4. Technical Compliance and Clarifications:

 A statement of full compliance with all specifications detailed in the "HGS_32326.pdf"

drawing.

 Any proposed clarifications or minor adjustments to the design, along with a rationale, for

consideration by the City of Hendersonville. (Note: significant deviations are not expected).

5. Project Team:

 Identify key personnel who will be assigned to this project, including their roles, experience,

and qualifications.

6. Project Schedule:

 A detailed timeline from project award to final installation, including fabrication time,

engineering review periods, permitting (if proposer is assisting), and installation dates.

7. Cost Proposal:

Proposers shall submit a lump sum base bid for the complete fabrication and installation of the

Westlake Gateway Sign, along with a separately identified unit cost for required stamped

engineering services and drawings.

Lump Sum Base Bid:

Provide a total lump sum price for all labor, materials, equipment, and services necessary to

fully complete the project in accordance with this RFP and the design documents.

The lump sum base bid shall include, but not be limited to:

 Fabrication of sign and base

 All materials and finishes

 Installation, including labor and equipment

 Electrical components and connections

 Traffic control

 Shipping, delivery, and handling

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CITY OF HENDERSONVILLE, TENNESSEE

Request for Proposal Form

 Site work and restoration

 Permitting (excluding TDOT License Agreement)

 Overhead, profit, and all incidentals

The lump sum price shall represent the total cost to the City for a complete and operational

installation, excluding only the stamped engineering services described below.

Stamped Engineering Drawings (Unit Price / Not-to-Exceed)

Provide a separate, not-to-exceed cost for preparation of stamped engineering drawings and

calculations required for the project.

 This cost shall be listed as a standalone line item and shall not be included in the lump

sum base bid.

 The City will reimburse the selected proposer for this cost in accordance with the

project terms.

 No additional markups, administrative fees, or overhead shall be applied to this item

beyond the stated amount.

Alternate Pricing (If Applicable)

If proposing alternates (e.g., faux corten finish, base material options), provide:

 Clearly identified additive or deductive alternate pricing.

 Separate pricing for each alternate condition.

Cost Proposal Format

The cost proposal shall be submitted in the following format:

Item

Description

Base Bid Lump Sum Complete Fabrication and Installation

Item 1 Stamped Engineering Drawings (Not-to-Exceed)

Alt A

Faux Corten Finish (Add/Deduct)

Alt B

Embossed “CITY BY THE LAKE” (Add/Deduct)

Alt C

Base Material Alternate (Add/Deduct)

Cost

$____________________

$____________________

$____________________

$____________________

$____________________

Pricing Requirements

 Due to the unknown amount of time needed for the City to obtain the necessary License

Agreement from TDOT, all pricing shall be firm for a minimum of 240 days from the

proposal due date.

 The City will not accept cost-plus or open-ended pricing structures.

The City reserves the right to negotiate final pricing with the selected proposer.

8. References:

 Provide a minimum of three (3) client references from similar custom illuminated pylon sign

projects completed within the last five (5) years. Include contact names, titles,

organizations, phone numbers, and email addresses.

9. Warranty Information:

 Clearly state the terms and duration of your warranty for both materials and workmanship.

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CITY OF HENDERSONVILLE, TENNESSEE

Request for Proposal Form

4. PROJECT SCOPE & DETAILS:

The selected proposer shall provide all labor, materials, equipment, and services necessary to complete

the project in accordance with the design document HGS_32326.pdf (dated 03.20.26).

General Requirements

 Fabrication and installation of one (1) illuminated pylon sign and base

 Structural design and stamped engineering

 Coordination with City staff and utilities

 Traffic control during installation

 Electrical connection and commissioning

 Site restoration

Design Intent:

The design is substantially defined in the referenced drawings. Proposers shall:

 Demonstrate ability to faithfully execute the design

 Identify any minor clarifications or constructability improvements

 Maintain overall aesthetic intent

Key Components (as per HGS_32326.pdf drawing):

Sign Structure

 Approximately 20 feet 0 inches overall height

 Structural system by proposer (engineered stamped drawings to be provided by proposer)

Sign Panels

 Primary: 3/16 inch Corten steel with anti-graffiti coating

 Alternate A: Faux corten finish (with required samples and technical data to be delivered with

proposal.)

Lettering

 Internally illuminated push-through acrylic letters

 1/2 inch to 3/4 inch projection from panel

 Alternate B: “CITY BY THE LAKE” embossed on front elevation of base concrete cap

City Logo

 Aluminum fabrication with painted finish

 Dimensional elements per plans

Base

 Approximately 51 inches wide x 38 inches high. Formed concrete cladding to be stamped in

random ashlar stone pattern, with individual “stones” to be painted in various colors to

resemble nearby columns at Rhythm Chrysler Dodge Jeep Ram Dealership.

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CITY OF HENDERSONVILLE, TENNESSEE

Request for Proposal Form

 Alternate C: Concrete base faced with Arriscraft “Laurier Building Stone,” Midnight Grey

with Onyx blend (or approved equal).

Lighting

 Integrated lantern element (3000K–3500K)

 External uplighting for pylon wash

 Lumens to be specified by proposer. Provide photometric intent demonstrating illumination

of logo and pylon form.

Installation:

 Full installation at designated site.

 Coordination with the City of Hendersonville for site access, traffic control, and any required

permits including but not limited to city permits, utility coordination, and TDOT coordination.

The City shall be responsible for obtaining a License Agreement from TDOT.

 Adherence to all safety regulations and best practices during installation.

 Removal and proper disposal of any debris from the installation sites.

 Site restoration (grading, seeding, stabilization)

Warranty:

 Provide a comprehensive warranty for both materials and workmanship for a minimum of five

(5) years.

Site Information:

 Location: The south side of W. Main Street (US-31E) at the western terminus of the street

sidewalk running in front of Rhythm Chrysler Dodge Ram Jeep Dealership (located at 1221 W.

Main St.) in Hendersonville, Tennessee.

 Site Conditions: Proposers are strongly encouraged to conduct a site visit to assess specific

conditions including, but not limited to, access, existing utilities, soil conditions, and any other

factors that may impact fabrication or installation. Access for heavy equipment should be

considered.

 Traffic Control: Installation will require coordination with the City of Hendersonville Public

Works and potentially TDOT for any necessary traffic control measures on W. Main Street (US-

31E). The proposer should outline their plan for managing traffic during installation.

5. REQUIRED DELIVERABLES FOR THIS PROJECT:

Project Delivery Conditions

 Stamped engineering drawings due within three (3) weeks of signed award .

 TDOT review required prior to construction.

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Commodity Codes

• NAICS 238990All Other Specialty Trade Contractors
• NAICS 339950Sign Manufacturing

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