RFP_2026-25_GIS_Services_Instructions.pdf

Town of Farragut

Request for Proposals #2026-25 For

GIS Services

All Proposals Must be Submitted To:

Town Hall

11408 Municipal Center Dr, 2nd Floor Farragut, TN 37934

Deadline for Proposal Submissions: Date: April 7th 2026, Time: 2:00 PM

PLEASE COMPLETE AND SUBMIT THIS FORM WITH YOUR BID

Company Name DBA, If Applicable

Street Address Phone Number

City, State, Zip Code Email Address

FEIN:

Are quotes firm for 120 days? Yes__ No__ Other_____

If submitting a “No Proposal” state reason ___________________________________

Authorized Signature Title (Printed)

Name (Printed) Date

RFP 2026-25 GIS Services 1

RFP #2026-25 GIS Services

Table of Contents

1. RFP Overview

1.1. Purpose 3

1.2. Background 3

1.3. Procurement Schedule 3

1.4. Bid Documents 4

1.5. Communications 4

1.6. RFP Amendments & Cancellation 5

1.7. Proposal Submittal 5

• Bid Submittal Check List 6

• Bid Envelope Cover 7

1.8. Post Bid Information 8

2. Project Scope of Work/Special Conditions 9

3. Proposal Format

3.1. Submittal Instructions 11

3.2. Non-Conforming Proposal 12

4. Evaluation Procedure

4.1. Selection and Award Process 13

4.2. Scoring 13

5. Proposal Cost Form 15

6. Town of Farragut General Terms and Conditions 17

7. Sample Professional Services Agreement 24

8. Required Forms

8.1. Addenda Acknowledgement & Proposal Certification 30

8.2. Drug-Free Workplace Affidavit 31

8.3. Non-Collusion Affidavit 32

8.4. Statement of Compliance Certificate Illegal Immigrants 33

8.5. Non-Boycott of Israel Certification 34

8.6. Certification Regarding Debarment, Suspension and other Responsibility Matters 35

8.7. Byrd Anti-Lobbying Amendment Certification 36

8.8. Iran Divestment Act Certification 38

RFP 2026-25 GIS Services 2

1. RFP Overview

1.1 Purpose

The Town of Farragut is seeking professional Geographic Information System (GIS) services to support its ongoing efforts to improve data management, mapping accuracy, and decision-making across departments. These services will play a key role in enhancing infrastructure planning, asset tracking, and community development initiatives. To ensure consistency, accountability, and the highest quality of service, the Town intends to select a single-qualified vendor to perform all aspects of the project. This approach will foster efficiency, streamline communication, and maintain a unified GIS framework for the

Town’s operational needs.

1.2 Background

The Town of Farragut is a suburban community located in western Knox County, Tennessee, within the greater Knoxville metropolitan area, and is known for its high quality of life, strong schools, and well-planned residential and commercial areas. The Town was officially incorporated on January 16, 1980, following a citizen-led effort to guide local land use, infrastructure, and growth, with its first Board of Mayor and Aldermen elected on April 1, 1980. According to the 2020 United States Census, Farragut has a population of 23,506, and more recent estimates place the population at just over 25,000 residents, reflecting steady growth over the past several decades. This combination of strategic location, sustained population growth, and a history of deliberate, community-driven planning provides the context for the

Town’s ongoing capital projects and service initiatives described in this RFP.

1.3 Procurement Schedule

RFP Issue 03/10/2026

Non-Mandatory Bid/RFP Meeting (via

TEAMS)

03/18/2026 @ 1PM VIA Teams*

Deadline for Proposer Questions 03/31/2026

Proposal Due 04/07/2026 @ 2:00 PM

Evaluation Committee Meets 04/14/2026

Intent to Award/ Contract Negotiations Begin

04/15/2026

Board of Mayor and Alderman Approves/Contract Signed

05/14/2026

*The Non-Mandatory Pre-Bid meeting will be held 03/18/2026 at 1:00PM via TEAMS meeting. You must register in order to attend. The following link is to be used for registration:

Attendance at the Non-Mandatory Pre-Bid Meetings is not a prerequisite for submitting a response to this

Request for Proposal. However, all prospective Proposers are strongly encouraged to attend, as the meetings will provide an opportunity to obtain clarification of the specifications, and address any questions pertaining to the scope of services. Any verbal information provided at the meetings shall not be considered binding. Any material changes or clarifications resulting from the meetings will be issued in the form of a written addendum to the solicitation.

RFP 2026-25 GIS Services 3 apratte Text Box https://events.gcc.teams.microsoft.com/event/74d292d9-34d5-4e5b-af37-c7bc80a61d5e@87e50c08-edf4-4682-a80f-f07bbab5dc2d

1.4 Bid Documents

The solicitation documents for the project may be obtained on the following sites:

1. Town Website (Free):

o https://link.edgepilot.com/s/e21d4051/d914nl_zIkSbJ5nskjuXHg?u=https://www.townoffarragu t.org/Bids.aspx?CatID=17 o Registration is required but at no cost to vendors.

2. Vendorlink (Paid):

o https://link.edgepilot.com/s/cb5ff12b/xEUleExc3k2Kw81aTPmiwQ?u=https://www.myvendorli nk.com/external/home o Vendors must register and pay to access solicitations but benefit from exposure to opportunities nationwide.

3. Beacon (Paid):

o https://link.edgepilot.com/s/1f6497fb/IRQ_I4wvpEaSC2N_EUh0dw?u=https://www.beaconbid.

com/login o Also requires vendor registration and payment, offering national visibility.

4. EUNA/Demand Star (Paid):

o https://www.demandstar.com/app/login o Also requires vendor registration and payment, offering national visibility.

All proposals submitted must be prepared with documents obtained from the Town of Farragut or its designee.

1.5 Communications

All communication regarding this RFP must be submitted via email to the Finance Department representative identified below:

Anissa Pratte, Staff Accountant apratte@townoffarragut.org

The Staff Accountant will be the sole point of contact for this RFP.

Proposers’ contact with anyone else in the Town is forbidden and may result in disqualification of the Proposer’s bid. Further, any oral communication will be considered unofficial and non-binding on the Town. Proposers should rely only on written statements issued by the Finance

Department representative.

RFP 2026-25 GIS Services 4 https://link.edgepilot.com/s/e21d4051/d914nl_zIkSbJ5nskjuXHg?u=https://www.townoffarragut.org/Bids.aspx?CatID=17 https://link.edgepilot.com/s/e21d4051/d914nl_zIkSbJ5nskjuXHg?u=https://www.townoffarragut.org/Bids.aspx?CatID=17 https://link.edgepilot.com/s/cb5ff12b/xEUleExc3k2Kw81aTPmiwQ?u=https://www.myvendorlink.com/external/home https://link.edgepilot.com/s/cb5ff12b/xEUleExc3k2Kw81aTPmiwQ?u=https://www.myvendorlink.com/external/home https://link.edgepilot.com/s/1f6497fb/IRQ_I4wvpEaSC2N_EUh0dw?u=https://www.beaconbid.com/login https://link.edgepilot.com/s/1f6497fb/IRQ_I4wvpEaSC2N_EUh0dw?u=https://www.beaconbid.com/login https://www.demandstar.com/app/login mailto:apratte@townoffarragut.org

1.6 RFP Amendments and Cancellation

The Town reserves the right to amend this RFP in writing at any time. The Town also reserves the right to cancel or reissue the RFP at its sole discretion If an amendment is issued, it will be posted on these four websites:

1. Town Website (Free):

o https://link.edgepilot.com/s/e21d4051/d914nl_zIkSbJ5nskjuXHg?u=https://www.townoffar ragut.org/Bids.aspx?CatID=17 o Registration is required but at no cost to vendors.

2. Vendorlink (Paid):

o https://link.edgepilot.com/s/cb5ff12b/xEUleExc3k2Kw81aTPmiwQ?u=https://www.myvend orlink.com/external/home o Vendors must register and pay to access solicitations but benefit from exposure to opportunities nationwide.

3. Beacon (Paid):

o https://link.edgepilot.com/s/1f6497fb/IRQ_I4wvpEaSC2N_EUh0dw?u=https://www.beaco nbid.com/login o Also requires vendor registration and payment, offering national visibility.

4. EUNA/Demand Star (Paid):

o https://www.demandstar.com/app/login o Also requires vendor registration and payment, offering national visibility.

It is the Proposer’s responsibility to ensure that the Town’s website, Beacon, EUNA/Demandstar or Vendorlink is reviewed for RFP changes prior to submission of proposal.

The Owner reserves the right to reject any and all proposals and to waive any formalities in the solicitation process, and to evaluate proposals, and to accept any proposal which, in its opinion, may be in the best interest of the Town. The Town of Farragut reserves the right to terminate said contract for convenience upon written notice as provided for herein.

The Town of Farragut will not be liable in any way for costs incurred by any proposer in the preparation and submission of its proposal in response to this RFP, nor for the presentation of its proposal and/or participation in any required meetings, discussions or negotiations.

1.7 Proposal Submittal

Proposals are to be received by the Town no later than the date and time indicated in Section 1.3.

Proposers assume the risk of the method of delivery. The Town assumes no responsibility for delays caused by any delivery service. Postmarks will not be accepted as proof of receipt. Emailed proposals will not be accepted. A Proposer’s failure to submit a proposal as required before the deadline may cause the proposal to be disqualified.

Proposers must submit in one sealed package:

• One (1) bound paper copy clearly marked “Original”

• One (1) electronic copy (a single .pdf file containing all submitted material including the pricing sheet), on a USB drive. In the event of a discrepancy between the electronic version and hard copy, the response in the hard copy (Original) will prevail.

• Three (3) bound paper copies clearly marked “Copy”

• Proposal Cost Form in a separate sealed envelope. Only one (1) copy of the Proposal Cost Form is required.

The proposal package shall be mailed, couriered, or hand delivered to the Town at:

RFP 2026-25 GIS Services 5 https://link.edgepilot.com/s/e21d4051/d914nl_zIkSbJ5nskjuXHg?u=https://www.townoffarragut.org/Bids.aspx?CatID=17 https://link.edgepilot.com/s/e21d4051/d914nl_zIkSbJ5nskjuXHg?u=https://www.townoffarragut.org/Bids.aspx?CatID=17 https://link.edgepilot.com/s/cb5ff12b/xEUleExc3k2Kw81aTPmiwQ?u=https://www.myvendorlink.com/external/home https://link.edgepilot.com/s/cb5ff12b/xEUleExc3k2Kw81aTPmiwQ?u=https://www.myvendorlink.com/external/home https://link.edgepilot.com/s/1f6497fb/IRQ_I4wvpEaSC2N_EUh0dw?u=https://www.beaconbid.com/login https://link.edgepilot.com/s/1f6497fb/IRQ_I4wvpEaSC2N_EUh0dw?u=https://www.beaconbid.com/login https://www.demandstar.com/app/login

Town Hall

Attn: Finance Department, Anissa Pratte

The package should be clearly labeled with the following:

• Confidential

• Proposal for RFP# 2026-25 GIS Services

• Proposal Due Date and Time

• Proposer Name

• Proposer Address

• Proposer Phone Number

For your convenience, the following page includes a Proposal Envelope cover sheet that you may use. Please affix it to the outside of your submission package.

Bid Submittal Checklist o Cover page with signature o Proposal Cost Form (In a separate sealed envelope) o Addenda Acknowledgment form and Bid Certification signed o Drug-Free Workplace form signed o Non-Collusion Affidavit form signed o Statement of Compliance Certificate Illegal Immigrants o Non-Boycott of Israel Certification o Certification Regarding Debarment, Suspension and other Responsibility Matters o Byrd Anti-Lobbying Amendment Certification o Iran Divestment Act Certification o Ensure your proposal is organized based on section 3.1

RFP 2026-25 GIS Services 6

Bid Envelope Cover

Farragut, TN

Confidential

Request for Proposals

SEALED Proposal – DO NOT OPEN

ITB No. 2026-25 GIS Services

Bid Opening Date & Time: April 7th, 2026 @ 2:00pm

Company Name: ______________________________________________________________________

Company Address: ____________________________________________________________________

Contact Name: _______________________________________________________________________

Telephone Number: ___________________________________________________________________

Email Address: _______________________________________________________________________

Vendors are highly encouraged to carefully review all solicitation documents related to this project.

RFP 2026-25 GIS Services 7 apratte Text Box 37934

1.8 Post Bid Information

Any actual or prospective bidder, proposer, or Proposer who is aggrieved in connection with the solicitation or award of a contract may file a protest with the Town of Farragut Finance Department Procurement Division.

Protest Filing Requirements

• Identification of the solicitation (ITB or RFP);

• A detailed statement of the legal and factual grounds for the protest, including all supporting documentation; and

• The specific relief requested.

Deadlines

• Award Protests (for ITBs and RFPs): Must be received within seven (7) calendar days after the Town issues the Notice of Intent to Award.

• Late protests will not be considered.

Submission Address

Attn: Finance Department – Procurement

Protest Bond Requirement

• All protests must be accompanied by a protest bond in an amount equal to five percent (5%) of the Town’s estimated contract value.

• The bond shall be made payable to the Town of Farragut.

• If the protest is upheld, the bond will be returned in full.

• If the protest is denied, the bond will be forfeited to the Town to cover administrative costs.

Protest Review Process

• Upon receipt of a timely and complete protest, the Finance Department/Procurement Division will review all relevant information.

• No award will be made during the pendency of a timely protest unless the Town Administrator or Finance Director determines that proceeding without delay is in the Town’s best interest.

• A written decision will be issued within fourteen (14) calendar days of receipt of the protest, unless extended for good cause.

• The decision shall be final unless appealed in accordance with Tennessee law.

Failure to strictly follow these protest procedures will result in dismissal of the protest without further consideration.

END OF THIS SECTION

RFP 2026-25 GIS Services 8

2. Special Conditions

The Special Conditions section of this Request for Proposals (RFP) establishes additional requirements specific to the Town of Farragut’s procurement of professional Geographic Information System (GIS) services. These conditions supplement the general terms and are intended to address the technical, schedule, data management, and coordination needs unique to this project. Proposers must carefully review and comply with all special conditions, as they will govern project execution, deliverable standards, data ownership, and any Town-specific policies that apply to the selected vendor. Failure to address or accept these special conditions may render a proposal non-responsive.

Scope of Work The Town of Farragut will be accepting proposals from professional consulting/engineering firms for selection of one firm to provide GIS services. The following list of activities may be assigned to the Contractor by mutual agreement between both parties during the agreement terms:

• The Town possesses an ArcGIS Online account and uses ArcGIS Pro 3.3 and ArcGIS Desktop

10.8 for the desktop clients. Vendor needs to service the Town’s infrastructure and ESRI online storage for mapping streets, mapping utilities, including water distribution, sanitary sewer and storm drainage facilities, pedestrian facilities, streetlights and planning related layers such as zoning and flood plain data.

• The vendor will be expected to produce intuitive, easy-to-use products for users as well as Town staff, including Planning & Codes, Engineering, Administration and possibly Public Works and Parks & Recreation departments.

• Acquire/inventory existing GIS/digital as-built data and utilize these assets in new GIS mapping.

• Convert data from AutoCAD drawings and pdf files into a standard GIS format

• All GIS related work will include but not be limited to database maintenance, mapping and analysis; all reasonable GIS needs in general

• Provide reasonable general assistance to Town staff or other governmental/private agencies authorized for collaboration by the Town staff.

• GIS database management and updates, including coordination with KGIS on overlapping information

• Mapping related products involving the GIS database and Town operational systems that may overlap with GIS

• The vendor must have the ability to build custom search buttons for various assets

• The vendor may be expected to produce reports supporting economic development initiatives, including but not limited to leveraging spatial data to analyze market demographics (population, income, education levels, employment statistics, and consumer expenditure data); developing interactive GIS applications illustrating retail market potential (e.g., retail leakage/gap analysis, drive-time trade area mapping, workforce commuting patterns, and zoning); and producing high-quality thematic and aerial maps for marketing materials that demonstrate market opportunities.

The Town currently has a provider of GIS services (AECOM Technical Services, Inc.), typically providing one in-house professional at the Farragut Town Hall approximately six to eight hours each week.

Under this Request for Proposals (RFP), the service schedule shall be modified to one (1) day per week, not to exceed eight (8) hours on that day.

RFP 2026-25 GIS Services 9

Contract and Budget Terms The annual budget for this service shall be determined in accordance with the approved budget adopted by the Board of Mayor and Aldermen following two public readings. The fiscal year begins on July 1 of each year. In the event that the approved budget for this service is fully expended prior to the end of the fiscal year, the continuation of services for the remainder of that fiscal year shall be subject to evaluation and approval by the Town. The initial term of the contract shall be three (3) years, with the option to extend for up to two (2) additional one-year periods upon mutual agreement of the parties.

Termination for Cause All GIS data, databases, maps, applications, and related work products created, collected, or maintained under this Contract are and shall remain the sole property of the Town of Farragut, and the Contractor shall have no ownership interest in such **data**. The Town reserves the right to terminate the Contract, in whole or in part, for cause upon written notice to the Contractor. Cause shall include, but is not limited to: failure to perform services in accordance with the specifications, schedules, or required quality standards; failure to provide adequate staff, supervision, or equipment; repeated or material performance deficiencies, including failure to correct such deficiencies after written notice from the Town; failure to comply with applicable laws, regulations, or contractual provisions; or evidence of fraud, misrepresentation, or other improper conduct related to performance of the Contract. In the event of termination for cause, the Contractor shall be liable to the Town for all damages incurred as a result of the Contractor’s default, including the cost of obtaining substitute services, and such termination shall not relieve the Contractor of obligations or liabilities that accrued prior to the effective date of termination. The Town’s decision to terminate for cause shall be final and binding.

RFP 2026-25 GIS Services 10

3. Proposal Format

3.1 Submittal Instructions

Proposals should be prepared simply and economically, and provide a straightforward, concise description of proposed products and services to satisfy the requirements of the RFP.

Emphasis should be on completeness and clarity of content.

Proposals must be organized in the following outline and clearly labeled with each section heading:

• Cover Letter A brief cover letter signed by an authorized representative, summarizing the firm’s interest, commitment, and key qualifications for providing GIS services.

• Table of Contents

• Section 1 – Executive Summary o Overview of the firm’s understanding of the Town’s GIS needs and objectives.

o If submitting as a partnership or team, identify all participating firms and describe the role of each.

• Section 2 – Company Background o Legal name, address, and primary contact information.

o Type of business entity (corporation, partnership, LLC, sole proprietorship).

o Year established and years of experience providing GIS and related geospatial services.

o Identification of parent company or subsidiaries, if applicable.

• Section 3 – Company Qualifications o Description of experience with GIS projects of similar size, scope, and complexity (local government experience is preferred).

o Description of key personnel assigned to this contract, including roles, qualifications, and résumés.

o Summary of relevant technical capabilities (e.g., Esri expertise, database management, web GIS, mobile data collection).

• Section 4 – References o List of at least three (3) comparable clients for whom similar GIS services have been provided, including contact names, titles, phone numbers, and email addresses.

o Clearly indicate any work performed for municipal or county governments and briefly describe the services provided.

• Section 5 – Proposed Approach and Scope of Work o Narrative demonstrating understanding of the Town’s GIS environment, needs, and desired outcomes.

o Detailed approach to completing the scope of services, including methodologies, tools/platforms, and anticipated deliverables.

o Description of project management approach, communication methods, and quality control measures.

• Section 6 – Project Staffing and Schedule o Proposed project organization, including an organizational chart if applicable.

o Estimated level of effort and staffing plan for key tasks.

o Proposed implementation schedule, major milestones, and assumptions.

• Section 7 – Data Management and Security o Description of the firm’s approach to data development, maintenance, and quality assurance.

o Description of how Town-owned data will be stored, backed up, secured, and returned at the end of the contract.

o Any proposed standards or best practices for metadata, naming conventions, and version control.

RFP 2026-25 GIS Services 11

• Section 8 – Technology, Integration, and Support o Description of proposed GIS software, tools, and technologies to be used, including compatibility with the Town’s existing platforms (e.g., Esri, KGIS).

o Explanation of how the solution will integrate with other systems, if applicable.

o Description of training, knowledge transfer, and ongoing technical support offered to Town staff.

• Section 9 – Required Forms and Certifications o All forms required by the Town, fully completed and signed (as identified elsewhere in this RFP).

o Any additional required statements, affidavits, or certifications (e.g., insurance certificates, nondiscrimination statements, conflict of interest disclosures).

Cost is to be filled out on the Proposal Cost form provided in this RFP and submitted in a sealed separate envelope with the proposals. Only one (1) copy of the Proposal Cost Form is required.

Proposals should be on 8 ½ x 11 paper and be printed on both sides. Responses should have no more than one hundred (100) pages of content. The following items do not count toward the total content page limit:

• Cover page with signature

• Signed Proposal Cost form (In a separate sealed envelope)

• Addenda Acknowledgment form and Bid Certification signed

• Drug-Free Workplace form signed

• Non-Collusion Affidavit form signed

• Statement of Compliance Certificate Illegal Immigrants

• Non-Boycott of Israel Certification

• Certification Regarding Debarment, Suspension and other Responsibility Matters

• Byrd Anti-Lobbying Amendment Certification

• Iran Divestment Act Certification

3.2 Non-Conforming Proposal

A proposal shall be prepared and submitted in accordance with the provisions of these RFP instructions and specifications. Any alterations, omission, addition, variance, or limitation of, from or to a proposal may be sufficient grounds for non-acceptance of the proposal, at the sole discretion of the Town

RFP 2026-25 GIS Services 12

4. Evaluation Procedure

All proposals will be subject to a review and evaluation process. It is the intent of the Town that all proposers responding to this RFP, who meet the requirements, will be ranked in accordance with the criteria established in these documents. The Town will consider all responsive and responsible proposals received in its evaluation and award process.

4.1 Selection and Award Process

The Town will follow the evaluation steps outlined below:

a. Compliance: After receiving all submittals by the due date and time, a preliminary evaluation by the Town may determine whether each received proposal is complete and compliant with all instructions and/or submittal requirements in the RFP. Any proposals that are incomplete or that do not comply with the instructions and/or submittal terms and conditions may be rejected and excluded from further consideration. Vendor Proposals, which are compliant, are advanced to the written evaluation stage.

b. Evaluation: The Town will evaluate proposals according to the criteria outlined in the

RFP.

c. Negotiations: The Town will select a finalist vendor to participate in software and implantation negotiations. The final contract award recommendation will be made to the Town Administrator.

d. Contract Award: The contract for this RFP will be approved and awarded by the Board of Mayor and Aldermen.

e.

4.2 Scoring

An adjective-based scoring system shall be applied to the non-price factors throughout the evaluation process for the evaluation of the written responses and the oral presentation/informal interviews (if requested). A score of 0 is the least favorable and a score of 5 is the most favorable in all sections. For evaluation purposes, the term “Responsible” means: A business entity or individual who is fully capable to meet all of the requirements of the solicitation and subsequent contract. Must possess the full capability, including financial and technical, to perform as contractually required and be able to fully document the ability to provide good faith performance.

The Proposer’s response will be scored by Committee members in accordance with the following scale:

0= No information provided for the specific criteria. Proposer failed to address the criteria.

No documentation was provided.

1= “Poor”: Proposal is lacking or inadequate in most basic requirements for the specific criteria.

2= “Below Average”: Proposal meets many of the basic requirements for the specific criteria but is lacking in some essential aspects.

3= “Average”: Proposal adequately meets the minimum requirements of the specific criteria and is generally capable of meeting the City’s needs.

4= “Above Average”: Proposal more than adequately meets the minimum requirements of the specific criteria and exceeds those requirements in some respect.

5= “Excellent”: Proposal exceeds the minimum requirements in most aspects of the specific criteria

RFP 2026-25 GIS Services 13

Note: The Evaluation Committee member’s score times the “weighted value” assigned to the different sections listed here equals the total score for that section. (EXAMPLE: Maximum score of 5 X’s weighted value of 10 = Maximum of 50 points).

Item Description Points

Technical Approach Demonstrate understanding of the Town’s GIS environment and objectives.

Quality and clarity of proposed Technical Approach and methodology.

Innovation and use of industry best practices/standards.

Relevant experience

Experience with municipal or county GIS systems. Firm’s overall GIS capabilities and certifications.

Project Team and Staffing

Qualifications and GIS experience of Project Manager. Qualifications of Key technical staff (analysts, developers, database admins)

Project Management and Schedule

Realistic and detailed project schedule with milestones. Project management approach, communication plan and quality controls.

Cost Proposal Overall cost competitiveness in relation to scope. 5

References and past performances

Quality of references. 15

Maximum Technical Points Points

In the case of a Tie Bid/Score, if there are no federal funds in the project. ties will be determined by one of the following factors at the Town’s discretion:

• Delivery Schedule

• Previous Company Performance

• Vendor Location

RFP 2026-25 GIS Services 14

RFP No. 2026-25 GIS Services

Proposal Cost Form

Job Description Hourly Rate

Job Description Hourly Rate

Planner $

Senior Project Manager $

Project Manager $

GIS Analyst $

GIS System Analyst $

GIS Technician $

Senior Database Administrator $

Database Administrator $

Senior Developer $

Developer $

Senior Consultant/Architect $

Consultant/Architect $

Trainer $

Technical Writer $

Senior Drafter/CADD $

Drafter/CADD $

Expert Witness $

Clerical $

Administrative Assistant $

Office Manager $

Other/Description: $

Other/Description: $

Other/Description: $

Other/Description: $

RFP 2026-25 GIS Services 15

Proposal Cost Form Continued..

In submitting this bid, the bidder recognizes that the right is reserved by the Town of Farragut to accept the total bid or any part, to negotiate with any bidder, waive any formalities in the bidding, or to reject any or all bids.

NOTE: All Work items not specifically mentioned above, but required by the Contract Documents, shall be considered incidental to the other Work and not be paid for directly.

References listed below should be for completed projects of similar size and scope: (Please list Company, Contact Name, Phone Number, Email address)

1.

2.

3.

Name and Address of Bidder: __________________________________________

Telephone: _________________________________________________________________

Email Address: ______________________________________________________________

Signature: __________________________________________________________________

Title: _______________________________________________ Date: _________________

References for this contract must be submitted with bid form.

RFP 2026-25 GIS Services 16

General Terms and Conditions

The following terms, conditions and instructions apply (unless otherwise noted) to all of the Town of Farragut solicitations whether they are quotations, bids, proposals, requests for qualifications or other types of solicitations.

The term “vendor” is used collectively for bidder, vendor, proposer, quoter, contractor and all other terms implying or meaning one who is responding to an opportunity with the Town of Farragut. The submission of a response means that the vendor understands and agrees with the Town of Farragut’s instructions to vendors.

1. ACCEPTANCE-AGREEMENT. Vendors shall hold their price firm and subject to acceptance by the Town of

Farragut for ninety (90) calendar days from the date of the solicitation opening unless otherwise directed by the Town of Farragut.

2. AWARD/REJECTION OF RESPONSES. Awards are made to the responsible vendor complying with the conditions of the solicitation based on the response that receives the highest rating and is in the Town of

Farragut’s best interest. The Town of Farragut reserves the right to reject any and all responses and to waive any informality in the responses received whenever the Town of Farragut determines that such rejection or waiver is in the Town of Farragut’s best interest.

3. INTERPRETATIONS. The Town of Farragut is not responsible for oral interpretations of specifications.

Submit written requests for interpretation as indicated in a solicitation document. Addenda (official changes to or interpretations of specifications) are posted to the Town of Farragut’s web page. It is the vendor’s responsibility to examine the web page for addenda. All addenda become part of the contract, and all vendors/vendors are bound by such addenda.

4. USE OF SOLICITATION FORMS. Vendors are to complete the forms contained in the solicitation package.

Failure to complete these forms may result in the rejection of your response.

Vendors are not to change the pricing method that is on the solicitation document unless the

Procurement/Finance office approves the change.

5. BID WITHDRAWAL. A Vendor may withdraw or amend a solicitation response before the date and time set for the receipt of bids without stating a reason. Bids may not be withdrawn without the Town of Farragut’s approval after the bid opening. If granted, withdrawal after the due date is non-reversible. Bid withdrawal may affect your bid bond (if any).

6. GOVERNING LAW. This Agreement shall be governed by the laws of the State of Tennessee and the Codes of the Town of Farragut (“Town”).

7. ALTERATIONS OR ADMENDMENTS. Alterations, amendments, changes, modifications or additions to the

Purchase Order shall not be binding without the Town of Farragut’s prior written approval.

8. APPROPRIATION. In the event funds are not appropriated by the Town of Farragut for the goods and/or services or insufficient funds exist to purchase the goods and/or services, awards and/or contracts shall terminate upon the expenditure or previously appropriated funds with no further obligations owed to or by either party.

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9. COMPENSATION AND PAYMENT TERMS. For the completion of the Work, the Town of Farragut shall pay

Vendor the contract sum set forth in the purchase order and/or contract. Payments may be made in amounts which are consistent with the percentage of goods/non-professional services completed and invoiced by the

Vendor as set forth in the purchase order.

The Town’s delivered payment terms are payment within thirty (30) days except where the law provides otherwise. Payment may be sooner where cash discounts are offered for early payment, however, cash discounts offered will not be considered in determining lowest bidder. In no event will payment be made prior to receipt of an original invoice containing invoice and purchase order numbers and receipt of purchased item(s). The Town is not liable for delays in payment caused by the failure of the Vendor to send an invoice to the address referenced herein.

10. INSPECTION/TESTING. Payment for the goods delivered does not constitute acceptance of the goods.

The Town of Farragut has the right to inspect the goods and to reject any or all of the goods which are in the

Town’s judgment defective or nonconforming. Goods rejected and goods supplied in excess of quantities called for may be returned to the Vendor at its expense and in addition to the Town’s other rights. The Town may charge the Vendor all expenses of unpacking, examining, repacking and reshipping those goods. In the event the Town receives goods whose defects or nonconformity are not apparent on examination, the Town reserves the right to require replacement, as well as payment of damages. Nothing contained in this purchase order will relieve in any way the Vendor from the obligation of testing, inspection and quality control.

In the award of a construction contract/purchase order the Vendor is responsible for thoroughly inspecting the site of the proposed work and for becoming familiar with the work circumstances. The vendor’s failure to do so will not result in additional payments to the Vendor.

11. PROPERTY RIGHTS AND COPYRIGHT PROHIBITION. The Vendor agrees that all information, data, findings, recommendations, bids, et cetera by whatever name described and in whatever form secured, developed, written or produced by the Vendor in furtherance of this contract shall be the Town of Farragut’s property. The Vendor specifically waives and/or releases to the Town of Farragut any cognizable property right of the Vendor to copyright, license, patent, or otherwise uses such information, data, findings, recommendations, responses, et cetera.

12. PRICE WARRANTY. Vendor warrants that the prices for the goods or non-professional services sold the

Town are not less favorable than those currently extended to any other customer for the same or similar goods or non-professional services in similar quantities. In the event Vendor reduces its price for the goods or non-professional services during the term of this purchase order, Vendor agrees to reduce the prices charged to Town correspondingly. The Vendor warrants that prices shown on this purchase order/agreement are complete, and no additional charges of any type will be added without the Town’s express written consent.

Any additional charges include, but are not limited to, shipping, packaging, labeling, custom duties, taxes, storage, insurance, boxing, crating.

13. NON-ESCALATION. Unless otherwise specified within the solicitation documents, the unit prices reflected in the agreement and/or contract shall remain form with no provisions for price increases during the term of the contract.

14. DELIVERY. All deliveries shall be to the designated Town of Farragut property, and they must be Freight On

Board (FOB) Town of Farragut, Tennessee with all delivery, handling, surcharges and other charges included in the bid price. Failure to do so may cause rejection of the bid.

15. EXPENSES INCURRED. All expenses incurred in the preparation and submission in response to a solicitation shall be borne by the Vendor.

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16. INDEMNIFICATION/HOLD HARMLESS. The Vendor shall indemnify, defend, save and hold harmless the

Town of Farragut, its Mayor of Board, Alderman and employees from all suits, claims, actions or damages of any nature brought because of, arising out of, or due to breach of the agreement by vendor, its sub-vendors, suppliers, agents, or employees or due to any negligent act or occurrence or any omission or commission of vendor, its sub-vendors, suppliers, agents or employees.

17. INSURANCE. A Vendor working on the Town of Farragut property shall purchase and maintain during the life of this Agreement, insurance coverage which will satisfactorily insure Vendor against claims and liabilities which arise because of the execution of this Agreement, with the minimum insurance coverage as follows:

a. Commercial General Liability Insurance, with a limit of $1,000,000 for each occurrence and

$2,000,000 in the general aggregate.

b. Automobile Liability Insurance, with a limit of $1,000,000 for each accident, combined single limit for bodily injury and property damage.

c. Worker’s Compensation Insurance and Employer’s Liability Insurance, in accordance with statutory requirements, with a limit of $500,000 for each accident.

d. Professional Liability Insurance, with a limit of $1,000,000 for each claim and aggregate.

The vendor shall not commence work on the goods/non-professional services until a Certificate of Insurance has been submitted to the Town showing proof that the Vendor has obtained the necessary insurance coverage. If any of the above cited policies expire during the life of this Agreement, it is the Vendor’s responsibility to forward renewal Certificates within ten (10) days after the renewal date containing all the aforementioned insurance provisions. Certificates must specifically cite the following provisions:

i. The Town of Farragut, its agents, representatives, officers, directors, officials and employees must be named an Additional Insured under the following policies:

a) Commercial General Liability

b) Auto Liability

ii. A vendor’s insurance must be primary insurance as respects performance of subject contract.

iii. All policies, expect Professional Liability Insurance, if applicable, waives rights of recovery

(subrogation) against Town of Farragut, its agents, representatives, officers, directors, officials and employees for any claims arising out of work or services performed by Vendor under this Agreement.

18. LIMITATIONS OF RESPONSIBILITY. In no event is Town liable for anticipated profits or for incidental or consequential damages. Town's liability on any claim of any kind for any loss or damage arising out of or in connection with or resulting from this Agreement or from the performance or breach of this Agreement will in no case exceed the unit price allocable to the goods or non-professional services which gives rise to the claim. The Town of Farragut is not liable for penalties of any description. Any action resulting from any breach of this Agreement by the Town as to the goods or non-professional services delivered must be commenced within one (1) year after the cause of action has accrued.

19. PROPRIETARY INFORMATION. The Town of Farragut operates under Tennessee’s Open Records Act and all information in the Town of Farragut’s possession is subject to disclosure upon request. The applies whether or not such information is stamped “confidential,” “proprietary” or other similar phrases.

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20. RECORDS RETENTION AND AUDIT. The Vendor shall maintain all books, documents, accounting records and other evidence pertaining to the goods and services provided under an agreement and/or contract and make such materials available at its offices at all responsible times during the contract period and for three years (and as required by federal law and/or regulations) from the date of the final payment under an agreement or contract. This shall be for inspection by the Town of Farragut or any other governmental entity or agency participating in the funding of an agreement or contract, or any authorized agents thereof. Upon request, the vendor shall furnish copies of said records.

21. TERMINATION FOR CONVENIENCE. The Town of Farragut reserves the right to terminate this order or any part of this order at its sole convenience with thirty (30) days written notice. In the event of termination, Vendor must immediately stop all work and immediately cause any of its suppliers or subcontractors to cease any further work. The Vendor will be paid a reasonable termination charge consisting of a percentage of the order price reflecting the percentage of the work performed before the notice of termination, plus actual direct costs resulting from termination. The Vendor will not be paid for any work done after receipt of the notice of termination, nor for any costs incurred by the Vendor's suppliers or s which Vendor could reasonably have avoided. The Vendor must not unreasonably anticipate the requirements of this order.

22. TERMINATION FOR CAUSE. The Town of Farragut may also cancel this order, or any part of this order, with seven (7) days written notice for cause in the event of any default by the Vendor, or if the Vendor fails to comply with any of the terms and conditions of this offer. Late deliveries, deliveries of products which are defective, or which do not conform to this order, and failure to provide the Town, upon request, with adequate assurances of future performance are all causes allowing the Town to cancel this order for cause. In the event of cancellation for cause, the Town is not liable to the Vendor for any amount, and the Vendor is liable to the Town for any and all damages sustained by reason of the default which gave rise to the cancellation.

If it should be determined that the Town has improperly cancelled this contract for a default, the cancellation is considered a termination for convenience.

23. DISPUTE RESOLUTION. Claims, disputes, or other matters in question between the parties to this

Agreement arising out of or relating to this Agreement, or breach thereof, shall be subject to mediation in

Farragut. Tennessee, in accordance with the following provisions:

a. The mediation shall be conducted by a mediator mutually acceptable to both parties.

b. The parties agree to share equally in the expense of the mediation.

c. Such mediation may include the Vendor or any other person or entity who may be affected by the subject matter of the dispute.

d. Unless the parties agree otherwise, mediation shall be a condition precedent to the exercise of any legal remedy other than a proceeding seeking an immediate injunction or restraining order to protect the rights of a party pending litigation. Notwithstanding the issuance of an injunction or restraining order, or the refusal of a court to issue such an order, the dispute shall continue to be subject to mediation.

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24. DELAY IN PERFORMANCE. Neither the Town nor Vendor shall be considered in default of the Agreement for delays in performance caused by circumstances beyond the reasonable control of the nonconforming party. For purposes of this Agreement, such circumstances include abnormal weather conditions; floods;

earthquakes; fire; epidemics; war, riots, or other civil disturbances; sabotage; judicial restraint; discovery of unanticipated hazardous wastes; and inability to procure permits, licenses, or authorizations from any local, state, or federal agency for any of the supplies, materials, accesses, or services required to be provided by either Town or Vendor under this Agreement. Should such circumstances occur, the nonconforming party shall, within a reasonable time of being prevented from performing, give written notice to the other party describing the circumstances preventing continued performance and the efforts being made to resume performance of the Agreement price. If the Vendor is delayed in the performance of the services for more than three hundred sixty-five (365) calendar days, either by the Town or circumstances beyond his control, an equitable adjustment to the contract amount can be made to compensate for additional costs incurred.

For delays in performance by Vendor caused by circumstances which are within its control, such delays shall be documented and presented to the Purchasing Department at the conclusion of Project and acknowledged by both Town and Vendor. The completed form shall be retained by the Town for a period of seven years and reviewed prior to Vendor selection for future Town projects. In the event the Vendor is delayed in the performance of Services because of delays caused by the Town, Vendor shall have no claim against the

Town for damages or contract adjustment other than an extension of time.

25. HAZARDOUS MATERIALS. Hazardous materials may exist at a site where there is no reason to believe they could or should be present. The Town and Vendor agree that the discovery of unanticipated hazardous materials constitutes a changed condition mandating a renegotiation of the scope of work or termination of services. Town and Vendor also agree that the discovery of unanticipated hazardous materials may make it necessary for the Vendor to take immediate measures to protect health and safety. Town agrees to compensate Vendor for any equipment decontamination or other costs incident to the discovery of unanticipated hazardous materials.

Vendor agrees to notify Town when unanticipated hazardous materials or suspected hazardous materials are encountered. Town agrees to make any disclosures required by law to the appropriate governing agencies and agrees to hold Vendor harmless for any and all consequences of disclosures made by Vendor which are required by governing law. In the event the project site is not owned by the Town, the Town agrees to inform the Town of the discovery of unanticipated hazardous materials or suspected hazardous materials.

26. COMMUNICATIONS. Any notice to the Town shall be made in writing to the address specified below:

Town of Farragut

Attn: Finance/Purchasing

11408 Municipal Center Drive

Farragut, TN 37934

(865) 966-7057

Nothing contained in this Article shall be construed to restrict the transmission of routine communications between representatives of the Vendor and the Town of Farragut.

27. SEVERABILITY. The invalidity, illegality, or unenforceability of any provision of this Agreement or the occurrence of any event rendering any portion or provision of this Agreement void shall in no way affect the validity or enforceability of any other portion or provision of this Agreement Any void provision shall be deemed severed from this Agreement, and the balance of this Agreement shall be construed and enforced as if this Agreement did not contain the particular portion or provision held to be void. The parties further agree to amend this Agreement to replace any stricken provision with a valid provision that comes as close as possible to the intent of the stricken provision. The provisions of this Article shall not prevent this entire

Agreement from being void should a provision which is of the essence of this Agreement be determined void.

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28. INTEGRATION. This Agreement represents the entire and integrated agreement between Town and Vendor.

All prior and contemporaneous communications, representations, and agreements by Vendor, whether oral or written, relating to the subject matter of this Agreement, as set forth in the Purchase Order, are hereby incorporated into and shall become a part of this Agreement.

29. SUCCESSORS AND ASSIGNS. This Agreement is binding on and inures to the benefit of the Town and

Vendor and their respective permitted successors and permitted assigns.

30. ASSIGNMENT. Neither the Town nor Vendor shall assign any rights or duties under this Agreement without the prior written consent of the other party. Unless otherwise stated in the written consent to an assignment, no assignment will release or discharge the assignor from any obligation under this Agreement. Nothing contained in this Article shall prevent Vendor from employing independent Vendors, associates, and s to assist in the performance of the Services; however, other agreements to the contrary notwithstanding, in the event Vendor employs independent Vendors, associates, and subcontractors to assist in performance of the

Services, Vendor shall be solely responsible for the negligent performance of the independent Vendors, associates, and subcontractors so employed.

31. THIRD PARTY RIGHTS. Nothing in this Agreement shall be construed to give any rights or benefits to anyone other than Town and Vendor.

32. RELATIONSHIP OF PARTIES. Nothing contained herein shall be construed to hold or to make the Town a partner, joint venturer, or associate of Vendor, nor shall either party be deemed the agent of the other, it being expressly understood and agreed that the relationship between the parties is and shall at all times remain contractual as provided by the terms and conditions of this Agreement.

33. INTEREST OF CURRENT & PAST MEMBERS, OFFICIERS OR…