Project Information

Bid Title

Fuel Tank Replacements (Rebid)

Issuing Agency

City of Hendersonville

Location

Tennessee

Published Date

Mar 16, 2026

Closing Date

Apr 2, 2026

Government Level

State & Local

Status

Closed

Ref. #

26-0010

Original Source

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Bid Documents

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Project Description

Bid Number:	26-0010
Bid Title:	Fuel Tank Replacements (Rebid)
Category:	Request for Qualifications/Proposal
Status:	Open

Description: The City of Hendersonville is issuing this Request for Proposals (RFP 26-0010) 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 or selected associated electrical wiring, conduit, piping, and valves to ensure a fully modernized system. Selected site improvements around the fueling area. RFP TIMELINE*: RFP posting: March 16, 2026 All questions must be received by: March 27, 2026 no later than 10:00 a.m. (CST) Addendum posted (if needed): March 31, 2026 Proposals due: April 2, 2026 no later than 2:00 p.m. (CST) RFP ranking period: April 6, 2026 Proposal Selection: April 7, 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: 3/16/2026 10:00 AM Closing Date/Time: 4/2/2026 2:00 PM Contact Person: Todd Baun, Project Manager (615) 822-1016 tbaun@hvilletn.org Related Documents: RFP 26-0010 Fuel Tank Replacements (Rebid) (PDF)

Attachment Preview

CITY OF HENDERSONVILLE, TENNESSEE

Request for Proposal Form

PROJECT NAME:

Fuel Tank Replacements - RFP 26-0010 (Rebid)

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 26-0010) 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 or selected associated electrical wiring, conduit, piping, and

valves to ensure a fully modernized system.

 Selected site improvements around the fueling area.

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:

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.

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CITY OF HENDERSONVILLE, TENNESSEE

Request for Proposal Form

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.

 Options Pricing: Separate, clear pricing for the requested “options" items

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, have to follow the specifics

on page 7 of this document.

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

must be provided.

PROJECT SCOPE & DETAILS:

I.

Demolition and Site Preparation

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

involving the decommissioning of existing equipment. The following demolition and removal tasks are

required:

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

residual fuel, sludge, and contaminated rinsing fluids.

 Containment Area: Complete removal and off-site disposal of existing liquid, including all

residual fuel, sludge, and fluids.

 Containment Wall Removal: Remove the 34’ x 5’2” concrete wall of the containment area facing

the pumps.

 Concrete Pad Removal (Pump Area): Remove the 18’ x 30’ (540 SF) concrete pad surrounding

the pumps.

 Concrete Pad Removal (Intermediate): Remove the 34’ x 8’ (272 SF) concrete pad located

between the pump pad and the containment wall.

 Island Removal: Remove the existing 12’ x 4’ (48 SF) concrete island pad.

II. Tank Installation and Specifications

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CITY OF HENDERSONVILLE, TENNESSEE

Request for Proposal Form

The project requires the furnishing and installation of one (1) 6,000-gallon and one (1) 10,000-gallon

cylindrical aboveground horizontal tank designed for gasoline and diesel fuel. All options must fit within

the existing containment areas of 11.5’ x 22’ and 21.5’ x 22’.

Option #1: UL 2085 Fireguard

 Tank Standard: Furnish and install Fireguard horizontal tanks or approved equal.

 Interior Finish: Each tank interior will be painted with an epoxy liner.

 Exterior Finish: Each exterior will be painted with an epoxy primer and white urethane.

 Warranty: The tanks must come with a 30-year warranty.

Option #2: UL 142 Double Wall

 Tank Standard: Furnish and install UL 142 double-wall horizontal tanks.

 Exterior Finish: Each tank exterior will be painted with an epoxy primer and white urethane.

 Warranty: Provide a standard tank warranty.

Required Components for All Tank Options

The following components must be furnished and installed on each of the tanks specified above:

 Venting: Primary and emergency vents.

 Monitoring: Morrison Brothers (or approved equal) liquid level clock gauges.

 Protection: Morrison Brothers (or approved equal) overfill protection valves.

 Fill System: Grade-level fill piping complete with a 20-gallon Spill Mate overspill container.

 Hardware: 1-way swing check valves, ball valves, male adapters, and dust caps.

 Identification: Required product identification and warning decals.

III. Electrical, Piping, and Site Improvements

The vendor must provide pricing for each of the following infrastructure configurations as directed.

Option #1: Underground Infrastructure

 Electrical Replacement: Replace all electrical wiring, conduit, switches, and the breaker panel

associated with the tank installation and routed to the fuel pump and card reader location.

 Emergency Power: Includes a manual transfer switch and portable generator tap box.

 Piping Replacement: Replace all piping, fittings, and valves associated with the tank installation

and routed to the fuel pump and card reader location.

Option #2: Selective Replacement

 Electrical Installation: Install only needed electrical wiring, conduit, and switches associated

with the tank installation and pump/card reader location.

 System Testing: Test and replace only failing existing electrical components and piping/valves.

 Emergency Power: Includes a manual transfer switch and portable generator tap box.

Option #3: Above Ground Infrastructure

 Structural Support: Install a structural support system from the AST area to the fuel island that

fits under the existing canopy.

 Compliance: The structure must meet all codes for load, seismic, and wind ratings.

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CITY OF HENDERSONVILLE, TENNESSEE

Request for Proposal Form

 Routing: Install all electrical wiring, conduit, aboveground piping, fittings, and valves using the

structural support system.

 Labeling: Identify and mark all lines; for valves, mark "open" and "close" positions.

IV. Concrete and Site Protection Specifications

All concrete work must adhere to the following standards. Any variation must be approved and signed

off by the City Engineer.

New Concrete Pads and Island

 Intermediate Pad (272 SF): 6” reinforced concrete (4,000 PSI minimum) on 4-6” of compacted

stone. Reinforcement: #4 rebar in a grid or heavy-duty wire mesh.

 Pump Pad (540 SF): 8” reinforced concrete (5,000 PSI minimum) on 8-12” of compacted stone.

Reinforcement: #4 or #6 rebar grid with fiber-reinforced concrete. Pad must slope away from

the pump island at no greater than 2%.

 Pump Island (48 SF): Reinforced concrete (4,000 PSI minimum) on 4-6” of compacted stone.

Includes a sump beneath each of the two dispensers. Edge of concrete to have a metal strip to

protect from breakage or chipping. Island must slope away from pumps at no greater than 2%.

 Finishing: All concrete shall have control joints every 10 feet and a brush finish.

Site Protection

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

intervals.

V. 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 options delivered

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

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.

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CITY OF HENDERSONVILLE, TENNESSEE

Request for Proposal Form

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

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

 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.

EXPECTATIONS – PROJECT TIMELINE:

Proposal Selection and Contractor Notification

City verify contractor required information

*Performance Bond may be required

Sign Contract

April 7, 2026

April 8, 2026 – April 10, 2026

April 13, 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 Cost Proposal Form - 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,

and disability. 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.

It is the policy of the City of Hendersonville to ensure compliance with Title VI of the Civil Rights Act of

1964; 49 CFR, Part 21; related statutes and regulations to the end that no person shall be excluded from

participation in or denied benefits, or be subjected to discrimination under any program or activity

receiving federal financial assistance from the U.S. Department of Transportation, or otherwise, on the

grounds of race, color, sex, or national origin.

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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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