Project Information

Bid Title

Parks and Recreation HVAC Services

Issuing Agency

Gallatin city

Location

Tennessee

Published Date

Jun 4, 2026

Closing Date

Jun 18, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	Parks and Recreation HVAC Services
Category:	City of Gallatin Bids
Status:	Open

Publication Date/Time: 6/4/2026 1:00 PM Closing Date/Time: 6/18/2026 1:00 PM Related Documents: Parks and Recreation HVAC Services

Attachment Preview

City of Gallatin

Leisure Services

Request for Proposals

Table of Contents

I. Introduction

A. Purpose

B. Project Description

C. Term of Contract

II. General Information

A. Request for Proposals

B. Proposal Deadline and Submission

C. Communication and Contact Information

D. Proposal Preparation Instructions

III. Proposal Requirements

A. Cover Letter

B. Statement of Qualifications

C. Acknowledgement of Attachments and Addenda

D. Proof of All Required Insurance

E. Price of Requested Services

IV. Selection Criteria

A. Evaluation

B. Selection

V. Miscellaneous

A. Tennessee Public Records Act

B. Applicable Laws and Regulations

C. Insurance Requirements

D. Safety Requirements

Page 1 of 21

I. Introduction

A. Purpose

The City of Gallatin Parks and Recreation Department will be accepting proposals

for annual service of all Leisure Services Heating, Ventilation, and Air

Conditioning Equipment.

B. Project Description

As set forth in Attachment A (Scope of Services), Proposer shall perform and

provide all labor, materials, transportation, and equipment necessary to perform

HVAC services at all City of Gallatin Parks and Recreation Department facilities.

The parks and facilities covered under this agreement shall be:

1. The Gallatin Civic Center, 210 Albert Gallatin Avenue, a 65,000 square feet

sports, recreation, and multi-functional community services building.

2. Gallatin Municipal Park, 250 Municipal Park, Gallatin TN, 37066

3. Triple Creek Park, 1350 East Broadway, Gallatin, TN 37066

4. Clearview Park Community Building, 723 Chambers Street, Gallatin, TN 37066

C. Term of Contract

The term of this contract is one year, with a three-year renewal option. The

City of Gallatin Parks and Recreation Department will have sole right to

exercise said options by giving the Proposer at least 30 days written notice

prior to the expiration of the base term.

II. General Information

A. Request for Proposals

The City of Gallatin Parks and Recreation Department is accepting sealed

proposals for the HVAC services at Parks and Recreation facilities.

Page 2 of 21

B. Pre-proposal Meetings

1. A mandatory tour of the facilities/equipment is required by any Vendor

wanting to submit a proposal. Vendor to contact David Brown (615-642-

1283) or Robby Riley (615-451-5911) or e-mail at

david.brown@gallatintn.gov ; robby.riley@gallatintn.gov to schedule any

site tour prior to bid due date.

C. Proposal Deadline and Submission

2. One (1) original and two (2) copies of the proposal must be submitted.

2. All Proposals must be turned in by 1:00 pm on Thursday, June 18, 2026,

at Gallatin City Hall located at 132 West Main Street, Room 106, Gallatin,

TN 37066.

3. The outside of the envelope of each proposal must be marked to show

the following:

a) Proposer’s Name

b) Address

c) Date and time the proposal is due

d) Marked “To the Attention of Scott Beaman”

e) Project title “HVAC Services”

 If proposal is mailed it should be addressed to: Gallatin City Hall located at 132 West

Main Street, Room 106, Gallatin, TN 37066

D. Communication and Contact Information

All communications during this solicitation process shall be directed via

phone to David Brown (615-642-1283) or Robby Riley (615-451-5911) or e-

mail at david.brown@gallatintn.gov ; robby.riley@gallatintn.gov

Deadline for all questions, requests, or communications concerning this

project will be 1:00 p.m. (CST) on Monday, June 15, 2026.

Page 3 of 21

E. Proposal Preparation Instructions

In order to expedite the evaluation of Proposals, each Proposer shall organize its

Proposal as outlined below. Proposals which do not follow the specified format

below may be deemed non-responsive and be disqualified from the process. In

addition, failure on the part of the Proposer to provide the required

documentation may be cause for rejection of the Proposal. In the event of any

conflict between any of the Proposal documents, resolution thereof shall be in

the City of Gallatin Parks and Recreation Department’s sole discretion.

General Document Requirements:

1. Each submission shall be bound or stapled.

2. All pages shall be sequentially numbered, and a table of contents shall be

provided.

3. The pages shall be single sided.

III. Proposal Requirements

A. Cover letter

Identifying the proposed firm and the proposal package being submitted.

B. Statement of Qualifications

2. Two (2) references from clients for whom these or similar services have

been provided in the past two (2) years. Please include the contact’s name and

phone number.

3. Copy of Current State of Tennessee Mechanical Contractors License.

4. Proof of certification in Trane Building Automation/Summit Controls.

5. Additional certifications such as NATE or equivalent.

C. Acknowledgement of Attachments and Addenda (Attachment C)

D. Proof of All Required Insurance (See Section V,C)

Page 4 of 21

E. Price of Requested Services

2. Monthly price for scheduled maintenance including:

a) All monthly, quarterly, semi-annual and annual preventive

maintenance checks and services

b) All other scheduled maintenance (materials and services)

$ ____________________________ Per Month

3. Hourly Rates and standard material for all other service calls:

$_____________________________ Hourly Rate

Page 5 of 21

Commodity Codes

• NAICS 238220Plumbing, Heating, and Air-Conditioning Contractors

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