Project Information

Bid Title

Fuel Tank Replacements

Issuing Agency

City of Hendersonville

Location

Tennessee

Published Date

Feb 12, 2026

Closing Date

Mar 9, 2026

Government Level

State & Local

Status

Closed

Ref. #

26-0005

Original Source

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Bid Documents

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Project Description

Bid Number:	26-0005
Bid Title:	Fuel Tank Replacements
Category:	Request for Qualifications/Proposal
Status:	Open

Description: The City of Hendersonville is issuing this Request for Proposals (RFP 26-0005) to identify a responsible and responsive vendor to provide and install two (2) new above-ground fuel storage tanks. This project is a critical infrastructure upgrade designed to replace the existing fuel storage systems at the City of Hendersonville’s Public Works Maintenance Facility located at 225 Freehill Road, Hendersonville, TN 37075. RFP TIMELINE*: RFP posting: February 12, 2026 All questions must be received by: February 26, 2026 no later than 10:00 a.m. (CST) Addendum posted (if needed): March 2, 2026 Proposals due: March 9, 2026 no later than 2:00 p.m. (CST) RFP ranking period: March 16, 2026 - March 18, 2026 Proposal Selection: March 23, 2026 - March 26, 2026 *Timeline is subject to change at the city’s discretion Please see full details and specifications in the attached file linked below. Publication Date/Time: 2/12/2026 8:00 AM Closing Date/Time: 3/9/2026 2:00 PM Contact Person: Todd Baun, Project Manager (615) 822-1016 tbaun@hvilletn.org Related Documents: RFP 26-0005 Fuel Tank Replacements (PDF)

Attachment Preview

CITY OF HENDERSONVILLE, TENNESSEE

Request for Proposal Form

PROJECT NAME:

Fuel Tank Replacements

RFP 26-0005

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.

WHY ARE WE ISSUING THIS RFP:

The City of Hendersonville is issuing this Request for Proposals (RFP 26-0005) to identify a responsible

and responsive vendor to provide and install two (2) new above-ground fuel storage tanks. This project

is a critical infrastructure upgrade designed to replace the existing fuel storage systems at the City of

Hendersonville’s Public Works Maintenance Facility located at 225 Freehill Road, Hendersonville, TN

37075.

Beyond the primary tank replacement, the City’s objectives for this request include:

 System Overhaul: Replacing all associated electrical wiring, conduit, piping, and valves to

ensure a fully modernized system.

 Alternative Pricing Options: To maximize the project’s scope and efficiency, the City is

requesting alternative pricing for the following:

o Advanced Monitoring: Installation of a TLS4B Veeder-Root system to enhance fuel

tracking and leak detection capabilities.

o Upgraded Dispensing: Installation of new fuel dispensers, both featuring double-hose

configurations and associated sub pumps.

o Emergency Resilience: Integration of a manual power transfer system (as detailed in

the project scope) to allow the facility to operate via a station generator or portable

unit during utility outages.

WHAT THE CITY EXPECTS IN THE PROPOSAL:

To ensure compliance with the City’s requirements, proposals must be comprehensive and limited to a

maximum of twenty (20) single-sided pages. The City of Hendersonville requires the following items to

be addressed:

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CITY OF HENDERSONVILLE, TENNESSEE

Request for Proposal Form

1. Licensing and Compliance

 Tennessee State Licensing: Bidders must confirm they possess the specific licenses and

classifications required by the State of Tennessee for the removal and installation of above-

ground storage tanks.

 Regulatory Standards: All work must be performed in strict accordance with API, PEI, NFPA,

and all applicable local standards and codes for petroleum storage tanks.

 Permitting and Inspections: The awarded bidder is responsible for obtaining and purchasing

all necessary permits from the City Fire Marshal or designee and the Tennessee Department of

Environment and Conservation (TDEC). The bidder is also responsible for the coordination of

all required inspections.

2. Vendor Qualifications and Experience

 Experience: Proposals must demonstrate a minimum of ten (10) years of experience in fuel

storage tank and dispenser installation and maintenance.

 Staffing: The vendor must show evidence of sufficient, competent, and skilled staff to complete

the project safely and efficiently.

3. Project Approach and Pricing

 Project Schedule: Provide a detailed description of the approach for accomplishing the services,

including a chronological timeline for the completion of each phase.

 Base Pricing: Clear, line-item pricing for the primary project scope, including the two (2) tanks

and full installation.

 Alternative Pricing: Separate, clear pricing for the requested "add-alternate" items (Veeder-

Root monitoring system, new dispensers, and the manual power transfer/portable generator

connection).

4. Administrative and Legal

 Compliance: The vendor must be an Equal Employment Opportunity (EEO) employer and

abide by Title VI guidelines.

 Warranty: Proposals must include a minimum one-year contractor’s warranty covering all

labor and installation.

5. Submission Standards

 Format: General proposals may be submitted via email; however, the Pricing Sheet section

must be submitted via mail only.

 Hard Copies: If the entire proposal is submitted via mail, a minimum of three (3) hard copies

must be provided.

PROJECT SCOPE & DETAILS:

The selected vendor shall provide all labor, materials, and equipment required for a turn-key solution

involving the decommissioning of existing equipment and the installation of new, high-capacity fuel

systems.

I. Primary Fuel Infrastructure (Base Bid)

A. Demolition and Site Preparation

 Tank Removal: Complete removal and off-site disposal of two (2) existing tanks, including all

residual fuel, sludge, and contaminated rinsing fluids.

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CITY OF HENDERSONVILLE, TENNESSEE

Request for Proposal Form

o Note: If fuel is confirmed non-contaminated via testing, it may be transferred to the new tanks;

otherwise, it must be disposed of per regulatory requirements.

 Concrete Removal:

o Remove 18’ x 30’ (540 SF) concrete pad surrounding the pumps. -leave pump island.

o Remove 34’ x 8’ (272 SF) concrete pad between pump pad and the containment wall.

o Remove 34’ x 5’2” concrete wall of the containment area facing the pumps.

B. Tank Installation & Specifications

Furnish and install one (1) 6,000-gallon and one (1) 10,000-gallon above-ground storage tank (AST).

Tanks must be UL-142 compliant, double-walled, and constructed of mild carbon steel with a white

reflective topcoat. Including seal-welded saddles, bracing and anchoring.

Feature

6,000-Gallon Tank

Dimensions 8’ Diameter x 16’ Length

Material Mild Carbon Steel, White Topcoat

Construction 1/4" Shell; 5/16" Head

Hardware

24" tight bolt manways; 8" flanged

emergency vents; seal-welded saddles

10,000-Gallon Tank

10’ Diameter x 17’ Length

Mild Carbon Steel, White Topcoat

1/4" Shell; 5/16" Head

24" tight bolt manways; 8" flanged

emergency vents; seal-welded saddles

C. Electrical, Piping, and Site Improvements

 Infrastructure: Replace all electrical wiring, conduit, fittings, piping, and valves from the tanks

to the fuel pumps and card reader locations. All lines must be pressure tested and purged prior

to commissioning.

 New Concrete Pad: Form and pour a new 6” reinforced concrete pad (34’ x 36’; 1,224 SF).

o Requirement: The contractor is responsible for the pad design, which must be approved and signed off

by the City Engineer.

 Protection: Install ten (10) 6” diameter steel crash bollards in front of new tanks, spaced at 4’

intervals.

II. Additive Alternates (Optional Upgrades)

Additive Alternate #1: Emergency Power and Electrical Integration

To ensure operational continuity, the contractor shall install a manual switching system to bridge the

facility to the Fire Station’s backup generator. The fuel facility is served by an independent electrical

service; the contractor must ensure total electrical isolation between the utility and the backup power

source.

 Manual Transfer Switch (MTS): The contractor shall install a NEMA 3R weatherproof, break-

before-make double-throw manual transfer switch at the fuel facility. This switch must provide

positive mechanical isolation to allow for toggling between the independent utility service, the

station generator, and an "Off" position. The break-before-make design must ensure the load is

completely disconnected from one source before it is connected to the other, preventing the

generator from back-feeding into the utility grid and protecting the equipment from

simultaneous energization when utility power is restored.

 Generator Circuit: The vendor shall excavate and install a dedicated underground conduit run

from the Fire Station’s power distribution panel to the manual transfer switch. All wiring must

be sized appropriately to mitigate voltage drop during pump motor startup, ensuring reliable

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CITY OF HENDERSONVILLE, TENNESSEE

Request for Proposal Form

operation over the distance between the two separate services. All installation work must

strictly adhere to NEC standards for optional standby systems and hazardous locations.

 Portable Generator Docking: The contractor shall install a generator tap box equipped with

standardized Cam-Lock or twist-lock connectors to facilitate portable generator integration.

This docking station must be integrated into the manual transfer logic to serve as a secondary

emergency power source if the hardwired connection to the station generator is unavailable,

maintaining the same isolation requirements to prevent back-feeding into either the utility or

the station's electrical system.

 Hazardous Location Compliance: All work within 20 feet of dispensers must meet NEC Class

1, Div 1 standards, including explosion-proof seal-offs.

Additive Alternate #2: System Monitoring (Veeder-Root)

 TLS4B Integration: Install a Veeder-Root TLS4B system with a color touchscreen, internal

printer, and high-precision Mag-Plus probes for inventory and interstitial leak detection.

 Connectivity: Provide network cabling to connect the console to the City’s network for

remote monitoring and alarm status.

o The switch and all network hardware is located in the fuel shed adjacent to the fuel pump area. The city

will provide network port(s) with DHCP autoconfiguration for the onboarding of devices.

Additive Alternate #3: Updated Fuel Dispensers

 Dispenser Units: Install two (2) double-hose dispensers (one diesel, one unleaded) featuring

mechanical totalizers and pulse-out modules.

 Submersible Pumps: Include one (1) 3/4 HP submersible pump with controller for gasoline

and one (1) 1.5 HP submersible pump with controller for diesel.

III. Systems Integration & Commissioning

The vendor must verify that all equipment (existing or new) functions as a cohesive system. Once

installation is complete, the vendor shall purge, calibrate, and test all components. All systems must be

delivered in "ready for use" condition, including any standard parts necessary for full operation, even if

not explicitly listed herein.

REQUIRED DELIVERABLES FOR THIS PROJECT:

The selected vendor is responsible for the delivery and successful commissioning of the following:

1. Physical Systems & Equipment

 Operational Fuel Systems: Two (2) fully operational and calibrated above-ground fuel storage

systems as defined in the Project Scope.

 Hardware & Components: All new hardware, including tanks and selected alternatives

(monitoring systems, dispensing equipment, and backup power connections), delivered in

"turn-key" condition and ready for immediate use.

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CITY OF HENDERSONVILLE, TENNESSEE

Request for Proposal Form

2. Compliance & Documentation

 Permits & Regulatory Filings: Copies of all required permits obtained from the Fire Marshal,

the City, TDEC, and any other relevant regulatory authorities.

 Project Record Documents: Three (3) complete sets of "As-Built" drawings and original

manufacturer Operations & Maintenance (O&M) manuals for the tanks and dispensers.

 Inspections: Documented proof of final inspection and approval by the City Fire Marshal or

designee and all applicable regulatory agencies.

 Safety & Warranty: A site-specific safety plan (submitted prior to commencement).

o Comprehensive warranty documentation, including all manufacturer warranties and a

minimum one-year contractor’s warranty on all labor and installation.

3. Commissioning & Testing

 System Validation: Full calibration and purging of all lines and tanks.

 "Blackout Test" (Required for Alternate #1): If the Emergency Power and Electrical

Integration alternate is selected, the contractor must perform a full load "Blackout Test." This

test must simulate a utility failure to verify that both the station generator and a portable

generator successfully power the pumps, card readers, and monitoring systems.

EXPECTATIONS – PROJECT TIMELINE:

City Verify Contractor Required Information

*Performance Bond may be required

Proposal Selection and Contractor Notification

Sign Contract

Notice to Proceed: Issued for material ordering;

construction start based on material arrival.

March 16, 2026 – March 18, 2026

March 23, 2026 – March 26, 2026

March 27, 2026

April 6, 2026

SELECTION CRITERIA:

The city will evaluate proposals based on the ability to meet or exceed the requirements of this RFP and

the total cost. Determination of meeting or exceeding the requirements of the proposal will, among other

factors, be based on experience, qualifications, familiarity with requested services, past performance,

quality of proposal, and proposed timeline. The specific evaluation criteria and their weights are as follows:

 Qualifications of personnel. - 15%

 Ability to present a clear understanding of the nature and scope of the project. -15%

 Project methodology. -15%

 Previous experience with similar projects. -5%

 Cost to the City of Hendersonville as outlined in the budget estimate. Pricing Sheet - 25%

 Time frame for completion. -25%

TITLE VI COMPLIANCE

The City of Hendersonville (city), Tennessee, is an Equal Opportunity Employer. Evaluation-proceedings

will be conducted within the established guidelines regarding equal employment opportunity and

nondiscriminatory action based upon the grounds of race, color, religion, national origin, sex, creed, age,

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Commodity Codes

• NAICS 237120Oil and Gas Pipeline and Related Structures Construction
• NAICS 332420Metal Tank (Heavy Gauge) Manufacturing

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