ITB-08-2026-_1318_Gentry_Terrace-Reroof_and_Interior_Repairs_Final_JEL_9.9.25.pdf

INVITATION TO BID

This Invitation to Bid (ITB) is subject to the instructions, conditions, specifications, addenda, and any other elements of this ITB, including those incorporated by reference.

DATE ISSUED: September 16, 2025

BID TITLE: ITB-08-2026 – 1318 Gentry Terrace Reroof & Interior Repairs

CITY CONTACT

PERSON:

Cathy Smith, Purchasing Director

TELEPHONE NUMBER: 615-849-2629

EMAIL: purchasing@murfreesborotn.gov

All bid responses must be received and acknowledged by the Purchasing Department on or before the day and time listed below, at which time all bids will be publicly opened and read aloud via Zoom. A link will be provided to all those registered as following this bid. Only electronic bids will be accepted.

BID OPENING DATE: October 1, 2025

BID OPENING TIME: 2:00pm

1. Instructions and Conditions

1.1. Bid Submission to the City of Murfreesboro

The City is seeking Bids for “ITB-08-2026 – 1318 Gentry Terrace Reroof and Interior Repairs” for the Community Development Department as set forth in the specifications listed within Section 2 of this ITB. Electronic Bids will be received by the City of Murfreesboro until 2:00 p.m. CT on October 1, 2025, at which time the bids will be opened via Zoom. A Zoom link will be provided and listed on OpenGov, to all those following this solicitation. A pre-bid meeting will be held on September 24, 2025, at 11:00am at 1318 Gentry Terrace, Murfreesboro.

1.2. Background

This project is a Community Development Block Grant (CDBG) project that utilizes federal funds. This project will be contracted using a CDBG Contract for Rehab. Due to this project utilizing federal funds, the applicable clauses located in Attachment A are hereby incorporated into this Invitation to Bid, as well as any contract or work order entered into between the City, the homeowner, and Contractor. A sample agreement is included in the Attachments section of the OpenGov post.

1.3. Deadline and Late Responses

No Bids received after Bid opening date and time will be accepted. The City will accept Bids submitted electronically via our procurement portal, OpenGov.

1.4. Organization and Completeness

It shall be the sole responsibility of the bidder to have completed the electronic form(s) and uploaded the required documents to the City before the Bid deadline. Partial or incomplete Bids may be rejected. All Bids should be typewritten or written in ink and clearly legible, and numbers must be expressed in both words and figures. Erasures, whiteouts, and other modifications should be initialed. Bidders are cautioned to verify their Bid prior to submission.

1.5. Preparation; Lump Sum

The ITB should be prepared simply and economically, providing a straightforward, concise description of bidder’s capabilities to satisfy the requirements of the ITB.

Emphasis should be on completeness and clarity of content. Bids will be considered on the basis of a lump-sum Bid for all work described in Section 2, below.

1.6. Subcontracting

If any part of the work is, or is to be, subcontracted, the bidder shall provide within the ITB response submittal a description of the subcontracting organization and the contractual arrangements made therewith. All subcontractors will be subject to approval by the City.

The successful bidder will also furnish, at the request of the City, the corporate or company name and the names of the officers or principals of said companies proposed as subcontractors by the bidder.

1.7. Signature

All Bids must be signed by a duly authorized officer of the company empowered with the legal right to bind the company. A typed name will not be acceptable without the person’s written signature as well. Signatures are required where indicated; failure to comply with this requirement shall be cause for rejection of Bid.

1.8. Completeness of Invitation to Bid (“ITB”).

These documents, and those listed on OpenGov, constitute the complete set of specification requirements and ITB. The bidder is responsible for ensuring that all pages and all addenda are received. The City advises all bidders to closely examine this ITB package and immediately direct any questions regarding the completeness of this ITB package and any addenda thereto to the City’s Contact Person via the Question/Answer tab on OpenGov. Bidders must register with OpenGov to ensure that all relevant written communications are available to them in the preparation of their proposal. Registration can be accomplished through the website:

https://procurement.opengov.com/portal/murfreesborotn

Bidders must satisfy themselves as to the accuracy of the estimated quantities in the Bid Schedule. After Bids have been submitted, the Bidder shall not assert that there was a misunderstanding concerning the quantities of work or the natures of the work to be done.

1.9. Bid Interpretation. Communication with the Purchasing Department.

Cathy Smith is the City’s contact for coordinating communications between the department and firms submitting bids. If additional information is required in order to make an interpretation of items in this ITB, written questions (including e-mails) will be accepted until five (5) business days prior (09/24/2024) to the bid opening date. All questions regarding the ITB should be addressed via the OpenGov Question/Answer Tab or to purchasing@murfreesborotn.gov.

The City specifically requests that no contact concerning this ITB be made with any other City personnel until the selection process has been completed. Failure to honor this requirement will be viewed negatively in the selection process and may result in the disqualification of a bid.

1.10. Discrepancies, Errors, and Omissions

Any discrepancies, errors, omissions, or ambiguities in this ITB, the specifications or addenda (if any) should be reported to the contact person for the City. If necessary, a written addendum will be issued on OpenGov, notification made to firms on record, and the addendum will be incorporated into the ITB and will become part of the contract. The City will NOT be responsible for any oral instructions, clarifications, or other communications and no such oral communication may be relied on by any bidder.

The City of Murfreesboro is not responsible for technical errors or omissions made by prospective bidders during the bid submission process that may result in a bid not https://procurement.opengov.com/portal/murfreesborotn being submitted, being submitted incompletely, or being submitted incorrectly. In the case of technical issues that are verified to be a City error, the Purchasing Department will take reasonable steps to resolve the issue so that the process remains fair to all bidders.

1.11. Errors

Certain mistakes may be corrected so long as the intended correct bid response is clearly evident. In the event of a disagreement between unit price and extended price, the unit price will control.

1.12. Further Negotiation

The City reserves the right to further negotiate, after the ITBs are opened, with any potential vendor if such is deemed necessary at the discretion of the City.

1.13. Bid Modification

Bids may be modified, withdrawn, and/or resubmitted in writing to the City prior to the deadline for bid submission via the procurement portal. After this deadline, no withdrawals or resubmissions may be made for any reason. Bidders must register with OpenGov to ensure that all relevant written communications are available to them in the preparation of their proposal. Registration can be accomplished through the website:

https://procurement.opengov.com/portal/murfreesborotn.

1.14. Tax Exempt

The City is exempt from federal and state taxes. Upon request, the City will provide a sales tax exemption certificate to the awarded firm. Contractors doing business with the City shall not be exempted from paying sales tax to their suppliers for materials to fulfill contractual obligations to the City, nor shall any vendor be authorized to use the City’s Tax Exemption Number in securing such materials.

1.15. Contract Term

If an award is made, any contract resulting from this ITB will be effective on the date the contract is signed. The contract shall not be effective until approved by the City Council and signed by all required parties. The term shall be 45 calendar days from the Notice to Proceed.

1.16. Liquidated Damages

If the work is not completed and the property made move-in ready in 45 calendar days, then the successful bidder will be assessed liquidated damages in an amount equal to ONE PERCENT (1%) of the total Contract value per day beginning on the 46th day and running until the work is complete and the property is move-in ready.

1.17. Pricing Effective for Six (6) Months

The successful bidder shall provide in the bid price the cost for the goods or services rendered. Pricing shall be effective for six months from date of bid award. If, in the https://procurement.opengov.com/portal/murfreesborotn bidder’s opinion, additional equipment or services are necessary, this shall be included with explanation in the bid. It is requested that bidders raise any such questions in advance of submitting a bid to the City. To submit a bid implies consent to the terms set forth in this ITB.

1.18. Approval Required

No award or acquisition can be made until approved by the City Council. The City will not be obligated to bidders for equipment and/or services until the completion of a signed contract approved by authorized officials of the City. This solicitation in no manner obligates the City to the eventual rental, lease, or purchase of any equipment or services described, implied, or which may be proposed, until confirmed by a written contract.

Progress towards this end is solely at the discretion of the City and may be terminated at any time prior to the signing of a contract.

1.19. Terms and Conditions

The City reserves the right to reject any and all bids, to waive any irregularities in a bid, to make awards to more than one bidder, to accept any part or all of a bid, or to accept the bid (or bids) which, in the judgement of the governing body, is in the best interest of the City. The City also reserves the right to make revisions to any quantity shown on the bid form dependent upon bid prices and available funding. Prices bid on each item shall be firm regardless of the actual quantity of item(s) purchased.

1.20. Withdrawal of Bid

No bidder may withdraw its bid for a period of ninety (90) calendar days after the date and time set for the opening of the responses. In the event the City awards a contract to a bidder and during such ninety (90) day period determines that such bidder will be unable to properly perform the contract, the City reserves the right to terminate the contract and award the contract to the next best offer without being required to re-advertise the project.

1.21. Cost of Response

The City will not be liable for any costs incurred by the bidders in preparing a response to this solicitation. Bidders will submit responses at their own risk and expense. The City makes no guarantee that any equipment or services will be purchased as a result of the solicitation and reserves the right to reject any and all responses. All responses and their accompanying documentation will become the property of the City.

1.22. Contract

The successful bidder’s responses to this ITB shall be included as an addendum to the contract. Should any conflict or discrepancy arise between the ITB and the contract, the contract shall control. All bidders who are awarded contracts pursuant to this ITB agree to be bound by the terms and conditions set forth in the sample City Contract provided. If the bidder objects to any contract terms or proposes any additional terms such objections and terms must be set forth in the bid. Rejection of any proposed City Contract terms may be a basis for rejection of the bid.

1.23. Contract Termination

The City reserves the right to cancel the contract for the work without cost or penalty to the City if, in the City’s opinion, there is a failure at any time by the contractor to adequately perform the contract, or if there is any attempt to willfully impose upon the City a material or product or workmanship which is, in the opinion of the City, of an unacceptable quality. Cancellation of the contract shall not impair any rights or claim of the City to damages for the breach of any covenants of the contract by the contractor. The contract awarded may be terminated upon any of, but not limited to, the following occurrences:

1.23.1. Bankruptcy or insolvency of the bidder or one or more of the bidder’s principal owners;

1.23.2. Failure of the bidder to provide satisfactory services or failure to comply with the specifications;

1.23.3. Unauthorized substitution of products other than those identified in the specifications or specifically approved by the City as a substitute prior to award of the contract;

1.23.4. Unsatisfactory performance of products supplied by the bidder or services provided by the bidder;

1.23.5. Fraud; or

1.23.6. Any other breach of the terms of the ITB specifications or contract.

1.24. Contract Modification

The contract may be modified only by written amendment executed by all parties and their signatories hereto.

1.25. Replacement or Repair

No waiver of any provision of the contract shall affect the right of any party thereafter to enforce such provision or to exercise any right or remedy available to it in the event of any other default. The City, at its option and in lieu of immediate termination, may request the awarded bidder replace or repair any defective goods or correct performance by written notice to the contractor. In that event, the contractor shall take correct action within the amount of time specified by the City in the written notice. Exercise of this option shall not relieve the contractor of any liability to the City for damages for the breach of any covenants of the contract by the contractor.

1.26. Expense of Legal Action

Awarded bidder agrees that, in the event either party deems it necessary to take legal action to enforce any provision of the contract, and in the event the City prevails, awarded bidder shall pay all expenses of such action including the City’s attorney fees and costs at all stages of the legal action.

1.27. Governing Laws and Venue

The validity, construction, and effect of the contract, and any and all extensions and/or modifications thereof shall be governed by the laws of the State of Tennessee. Any action between the parties arising from this agreement shall be maintained in the courts of Rutherford County, Tennessee.

1.28. Severability

Should any provision of the contract be declared to be invalid by any court of competent jurisdiction, such provision shall be severed and shall not affect the validity of the remaining provisions of the contract.

1.29. Indemnification and Hold Harmless

1.29.1. Contractor must indemnify, defend, and hold harmless the City, its officers, agents and employees from any claims, penalties, damages, costs and attorney fees (“Expenses”) arising from injuries or damages resulting from, in part or in whole, the negligent or intentional acts or omissions of contractor, its officers, employees and/or agents, including its subcontractors or independent contractors, in connection with the performance of this Agreement, and, Expenses arising from any failure of Contractor, its officers, employees and/or agents, including its subcontractors or independent contractors, to observe applicable laws, including, but not limited to, labor laws and minimum wage laws.

1.29.2. Pursuant to Tennessee Attorney General Opinion 93-01, the City will not indemnify, defend or hold harmless in any fashion Contractor from any claims arising from any failure, regardless of any language in any attachment or other document that Contractor may provide.

1.30. Statutory Disqualification

By submitting a response, it is represented that neither Contractor nor any of its officers, directors, shareholders, member, or partners has been convicted or plead guilty or nolo contender to any violation of the Sherman Anti-Trust Act, mail fraud, or other state or federal criminal violation in connection with a contract let by the City of Murfreesboro or any political subdivision of the State of Tennessee.

1.31. Contractor’s Employment Practices

Bidder, after being first duly sworn, affirms that by its employment policy, standards and practices, it does not subscribe to any personnel policy which permits or allows for the promotion, demotion, employment, dismissal or laying off of any individual due to the individual’s race, creed, color, national origin, age or sex and it is not in violation of and will not violate any applicable laws concerning the employment of individuals with disabilities.

1.32. City’s Employment Practices

It is the policy of the City not to discriminate on the basis of age, race, sex, color, national origin, or disability in its hiring and employment practices, or in admission to, access to, or operation of its programs, services, and activities. With regard to all aspects of this contract, Bidder certifies and warrants it will comply with this policy.

Bidder must affirm that under its employment policies, standards and practices, it does not subscribe to any personnel policy which permits or allows for the promotion, demotion, employment, dismissal or laying off of any individual due to the individual’s race, creed, color, national origin, age or sex and that it is not in violation of and will not violate any applicable laws concerning the employment of individuals with disabilities.

1.33. Conflict of Interest

By submitting a response, it is represented that no officer, committee member, or director of the City or other persons whose duty is to vote for, let out, overlook, or in any manner supervise any work on any contract for the City has a “direct interest”, as defined by T.C.A. §12-4-101, in the bidder or in the work which is subject to this ITB.

1.34. Ethical Standards

Bidder understands that it shall be a breach of ethical standards for any person to offer, give or agree to give any employee or former employee, or for any employee or former employee to solicit, demand, accept or agree to accept from another person, a gratuity or an offer of employment in connection with any decision, approval, disapproval, recommendation, preparation of any part of a program requirement or a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing or in any other advisory capacity in any proceeding or application, request for ruling, determination, claim or controversy or other particular matter, pertaining to any program requirement of a contract or subcontract or to any solicitation or bid therefore.

1.35. Breach of Ethical Standards

A breach of ethical standards could result in civil/or criminal sanctions and/or debarment or suspension from being a contractor or subcontractor under City contracts.

1.36. Payments

Payments under the contract shall be made upon submittal of an invoice after performance of the portion of the services which each payment represents. The final payment shall not be made until after the performance is complete.

1.37. Codes & Regulation

All services and work to be done must comply with city, county, state, and federal laws, rules, codes and regulations. All work shall be in accordance with the specifications as described in Section 2 and the International Building Code 2018. The contractor will obtain and pay for all permits, if any, necessary to complete the work.

1.38. Iran Divestment Act of Tennessee

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. Bids not conforming with this provision shall not be opened. Failure of any bidder to comply therewith shall void such bid and such bid shall not be considered.

1.39. Non-Boycott of Israel

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 supplier is not boycotting Israel pursuant to T.C.A. § 12-4-119 and will not boycott Israel during the term of contract. This applies to contracts of $250,000 or more and to contractors with ten (10) or more employees.

1.40. Evaluation of Bid

1.40.1. The ability of the bidder to perform the contract or to provide the material for service required;

1.40.2. Whether the bidder can perform the contract and provide the material or service promptly or within the time specified without delay or interference;

1.40.3. The character, integrity, reputation, experience, and efficiency of the bidder;

1.40.4. The previous and existing compliance by the bidder with laws and ordinances relating to the contract or service;

1.40.5. The ability of the bidder to provide future maintenance and service for the use of the subject contract;

1.40.6. Terms and conditions stated in the bid;

1.40.7. Compliance with specifications or the ITB;

1.40.8. Utilization of the format set forth in this ITB for submittal of a bid; and,

1.40.9. Bidder’s past performance with the City.

1.41. Bidder’s Compliance

The City will evaluate proposals for compliance and completeness.

1.42. Contractor’s License

Pursuant to Tennessee Code Annotated Title 62, Chapter 6, Part 1, if a bid is $25,000 or above, bidder must be a licensed contractor as required by the Contractor’s Licensing Act of 1976, Public Chapter No. 822 of the General Assembly of the State of Tennessee as amended. In accordance with T.C.A. §62-6-119, Bidder shall place their bid in an envelope or provide within the electronic bid document: (1) the bidder’s name, license number, expiration date thereof, and license classification of the contractor applying to bid for the prime contract; (2) The name, license number, expiration date thereof, and license classification of the contractor applying to bid for the masonry contract (if applicable) where the total cost of the materials and labor for the masonry portion of the construction project exceeds one hundred thousand dollars ($100,000); (3) The name, license number, expiration date thereof, and license classification of the contractor applying to bid for the electrical, plumbing, heating, ventilation, or air conditioning contracts except when such contractor's portion of the construction project is less than twenty-five thousand dollars ($25,000); (4) For each vertical closed loop geothermal heating and cooling project, the company name, department of environment and conservation license number, classification (G, L or G,L) and the expiration date, except when the geothermal portion of the construction project is in an amount less than twenty-five thousand dollars ($25,000); (5) Prime contractor bidders who are to perform the masonry portion of the construction project which exceeds one hundred thousand dollars ($100,000), materials and labor, the electrical, plumbing, heating, ventilation or air conditioning or the geothermal heating and cooling must be so designated; and (6) Only one (1) contractor in each of the classifications listed above shall be written on the bid envelope or provided within the electronic bid document. Bids not conforming with this provision shall not be opened. Failure of any bidder to comply therewith shall void such bid and such bid shall not be considered.

2. Technical Specifications

2.1. Scope of Work

Remove existing roof shingles and underlayment to install new fully adhered underlayment, lashing and roof shingles. Remove and install new gutters, downspouts and fascia trim.

Replace fascia board along the front from the porch to the left end of the house with pressure treated wood the same size as existing.

2.2. Field Conditions and Quantities

A field visit to the house by the contractor is encouraged so that they will be aware of all field conditions and quantities needed to complete the project. The contractor will be responsible for repairing any damage to fencing, yard or other structures damaged during the work.

2.3. Clean-Up

Daily clean-up will be required at the end of each day. Contractor must protect landscaping from damage, and after all work is complete, run a magnet around the home.

2.4. Contractor’s Responsibility

The contractor will be required to verify all quantities and field measurements. Contractor will provide all necessary fasteners, tools, materials, and equipment necessary to complete the work. Damage to existing surfaces shall be repaired to same condition prior to being damaged. Contractor must provide temporary on-site sanitation facilities.

2.5. Roofing

2.5.1. Fully Adhered Underlayment

After removal of shingles/roofing felt and repair of rotten or damaged roof decking, if needed, install fully adhered underlayment over roof decking. Underlayment shall be compatible with roof shingles and manufactured by:

A) Grace Ice and Water Shield;

B) GAF Stormguard Film-Surfaced Leak Barrier; or C) Dryproof SA Waterproofing Underlayment.

Other manufacturers can be considered if submitted to the City for approval prior to ordering or starting the work.

Underlayment shall extend up all sides of dormers and other sidewalls such as occurs at roof elevation changes where metal flashing is to be installed.

2.5.2. Shingles

Shingles shall be manufactured by:

A) GAF Timberline Architectural Shingle;

B) Owens Corning Duration Architectural Singles; or C) CertainTeed Landmark Architectural Style Shingles.

Other manufacturers can be considered if submitted to the City for approval prior to ordering or starting the work. Install new rubber boots on all plumbing vents.

Install shingles as required by shingle manufacturer and the National Roofing Guidelines and Recommendations. If conflicts exist between these documents, the roofing manufacturers’ recommendations shall apply.

2.5.3. Flashing and Roof Penetrations

All roof penetrations, including plumbing vents, electrical service conduits and gas vents shall be re-flashed, and new boot installed or sealed as necessary to prevent leaks. Install new rubber boots on all plumbing vents. Metal roof flashing shall be minimum of 32 ga.

painted galvanized steel.

Install flashing and rubber boots as required by shingle manufacturers and the National Roofing Guidelines and Recommendations. If conflicts exist between these documents, the roofing manufacturers’ recommendations shall apply.

2.5.4. Roof Vents

Remove existing roof vents and patch roof deck opening.

Install new ridge vent on main ridge and on ridge of addition on back of house. Cut roof sheathing as necessary before installation of ridge vent. The ridge vent shall provide a minimum of 18” net free area per lineal foot.

Patch holes in roof deck with OSB and 2x framing where existing vents were removed

2.5.5. Aluminum Gutters and Downspouts

Gutters shall be 5” continuous and seamless. Downspouts shall extend to within 6” of the ground. The manufacturer’s standard color will be used. Minimum 0.027 Aluminum.

Install screen type leaf protection on all gutters.

2.5.6. New Metal Fascia Trim

Existing metal fascia shall be removed and new metal fascia installed. The aluminum trim is to cover board and turn down over vinyl soffit edge and turn out at roof shingles. Attach securely using nails with colored heads to match trim.

2.5.7. Color Selections

The homeowner shall be given samples and color options to select the roofing shingles, roof vent, exposed flashing, and gutter/downspouts colors.

PURCHASING

DEPARTMENT BID FORM

NAME OF BID: ITB-08-2026

1318 Gentry Terrace Reroof and Interior Repairs

Name of Bidder:

Date:

INSTRUCTIONS:

All prices must include all costs. Costs included in the bid prices shall include services rendered and parts, labor, accessories, freight, and any other standard equipment necessary to provide this service. The City is not subject to sales tax. PROVIDE WITH YOUR BID RESPONSE THE NAMES OF ANY SUBCONTRACTORS THAT WILL BE USED TO PERFORM

SERVICES FOR THIS BID.

ITEM

NO.

QUANTITY

DESCRIPTION

TOTAL PRICE

ITB-08-2025 1318 Gentry Terrace Reroof and Interior Repairs per Specifications

Total Project

All bid responses must be received and acknowledged by the Purchasing Department on or before the day and time listed below, at which time all bids will be publicly opened and read aloud via Zoom. A link will be provided to all those registered as fol...