RFP2026-12_TOF_Tourism_Marketing_and_Public_Relations_Services_Bid_Documents.pdf

Town of Farragut

Request for Proposals #2026-12 For

Tourism, Marketing & Public Relations Services

All Proposals Must be Submitted To:

Town Hall

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

Deadline for Proposal Submissions: Date: September 11th, 2025, 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_____ List of Deviations (if any) attached? Yes__ No__ Other_____

If submitting a “No Proposal” state reason ___________________________________

Authorized Signature Title (Printed)

Name (Printed) Date

RFP# 2026-12 Town of Farragut Tourism, Marketing, & Public Relation Services 1

RFP No. 2026-12 Tourism, Marketing & Public Relations 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. Bid Bond/Guaranty 8

1.9. Post Bid Information 8

2. Project Scope of Work 9

3. Proposal Format

3.1 Submittal Instructions 10

4. Evaluation Procedure

4.1 Selection and Award Process 11

4.2 Scoring 11

5. Bid Form 13

6. Bid Bond/Guarantee Sample Forms 15

7. Town of Farragut General Terms and Conditions 18

7. Sample Professional Services Agreement 25

8. Governmental Regulation Addenda 30

9. Required Forms

• Addenda Acknowledgement and Bid Certification 36

• Drug Free Workplace Affidavit 37

• Non-Collusion Affidavit 38

• Statement of Compliance Certificate Illegal Immigrants 39

• Non-Boycott of Israel Certification 40

• Certification Regarding Debarment, Suspension & other Responsibility Matters 41

• Byrd Anti-Lobbying Amendement Certification 42

• Owner’s Ethnicity and Gender of Contracts and Sub-Contractors 44

• Iran Divestment Act Certification 45

• Title VI Assurance 46

• Equal Employment Opportunity/Affirmative Action Policy Statement 47

RFP# 2026-12 Town of Farragut Tourism, Marketing, & Public Relation Services 2

1. RFP Overview

1.1 Purpose

The Town of Farragut’s Tourism program was created to focus on growing business-related revenue through supporting our Town’s retail, entertainment, dining and hospitality-oriented businesses.

This project aims to develop a comprehensive media plan for the Town of Farragut’s Tourism program, with a focus on attracting visitors from 50 miles away or more. The plan will include strategic content and customizable templates designed to support the Tourism staff in effectively executing and sustaining the campaign in the future.

Currently the Town of Farragut engages in a variety of digital marketing efforts to promote Tourism, which this project would complement and build upon. These include:

• Quarterly advertising campaigns on Meta platforms

• Ad placements on Tripadvisor

• Google search engine marketing (SEM)

• Geofencing ads deployed around events

1.2 Background

The Town of Farragut is in Knox County in the State of Tennessee. The Town was incorporated in 1980.

The Town’s population was 23,506 at the 2020 census. The Town is governed by the Board of Mayor and Alderman. Currently there are 74 employees.

1.3 Procurement Schedule

RFP Issue 08/19/25

Non-Mandatory Bid/RFP Meeting (via

TEAMS)

08/28/25 VIA Teams*

Deadline for Proposer Questions 09/04/25, 5:00PM

Proposal Due 09/11/25, 2:00 PM

Evaluation Committee Meets) 09/15/25

Intent to Award/ Contract Negotiations Begin

09/16/25

Board of Mayor and Alderman Approves/Contract Signed

10/09/25

*The Non-Mandatory Pre-Bid meeting will be held 08/28/25 at 2:30PM via TEAMS meeting. You must register in order to attend. The following link is to be used for registration:

https://events.gcc.teams.microsoft.com/event/958cc019-b2cb-4ed6-ad72-b66dfac38989@87e50c08-edf4-4682-a80f-f07bbab5dc2d

RFP# 2026-12 Town of Farragut Tourism, Marketing, & Public Relation Services 3 https://events.gcc.teams.microsoft.com/event/958cc019-b2cb-4ed6-ad72-b66dfac38989@87e50c08-edf4-4682-a80f-f07bbab5dc2d https://events.gcc.teams.microsoft.com/event/958cc019-b2cb-4ed6-ad72-b66dfac38989@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# 2026-12 Town of Farragut Tourism, Marketing, & Public Relation 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.

• Four (4) bound paper copies clearly marked “Copy”

• Cost is to be filled out on the provided bid form and submitted in a separate sealed envelope.

RFP# 2026-12 Town of Farragut Tourism, Marketing, & Public Relation 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

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

Town Hall

Attn: Finance Department, Anissa Pratte

The package should be clearly labeled with the following:

• Confidential

• Proposal for RFP# 2026-12 Tourism, Marketing & Public Relations

• 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 Signed Bid form 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 Owner’s Ethnicity and Gender of Contracts and Sub-Contractors o Iran Divestment Act Certification o Title VI Assurance o Equal Employment Opportunity/Affirmative Action Policy Statement o Bid Bond/Bid Guarantee o Ensure your proposal is organized based on section 3.1

RFP# 2026-12 Town of Farragut Tourism, Marketing, & Public Relation Services 6

Bid Envelope Cover

11408 Municipal Center Dr

Farragut, TN 37772

Confidential

Request for Proposals

SEALED Proposal – DO NOT OPEN

ITB No. 2026-12 Tourism, Marketing & Public Relations

Bid Opening Date & Time: August 28th, 2025 @ 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# 2026-12 Town of Farragut Tourism, Marketing, & Public Relation Services 7

1.8 Bid Bond/Guaranty

Each bid shall be accompanied by a Bid Guaranty in the form of cash deposit or certified check drawn on a bank or a Bid Bond completed by a trust company insured by the FDIC or a surety company’s standard form and properly executed by a corporate surety licensed under the laws of Tennessee to execute such bonds. The amount of the bid bond shall be equal to five percent (5%) of the total of the bid. The bid deposit shall be retained by the Owner if the successful bidder fails to execute the contract or fails to provide the required bonds, as stated above, within fifteen (15) calendar days after the proper notice of award of the contract.

1.9 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# 2026-12 Town of Farragut Tourism, Marketing, & Public Relation Services 8

2. Project Scope

This project supports digital and content marketing through creative development, strategic planning, and content creation. The Tourism Team consists of three employees. The vendor will collaborate with the internal Tourism team to deliver adaptable, on-brand content and a media plan for multiple platforms.

This project does not involve the Town website but prioritizes social media and different platforms. This project is funded by the Tennessee Tourism & Hospitality Recovery Fund grant. Federal, State and Local Terms and Conditions apply.

Scope of Work

• Plan and curate digital content, including email marketing, social media, and sponsored content

• Produce video and photography assets to support multi-channel marketing

• Develop advertising templates for quick-turn, reactive campaigns that can be used multiple years.

• Create flexible, cross-platform creative assets (print, digital, paid social media, broadcast)

• Propose digital media calendar focused on ad placements that will work cohesively with our current organic media schedule.

Branding and Strategy:

• Review and assess the current brand identity, including logo and tagline

• Identify opportunities for strategic alignment and collaboration Digital Advertising:

• Plan campaigns across digital media platforms (Tripadvisor, Meta platforms, Groundtruth, etc.)

• Suggest target markets and key locations for Marketing Campaigns.

• Create platform-specific ads - creative and copy

• Propose creative, unconventional advertising strategies

• Demonstrate knowledge of emerging trends and technologies Analysis and Reporting:

• Offer data-driven recommendations for ongoing improvements E-newsletters:

• Design updated templates

• Curate an e-newsletter schedule

• Recommend strategies to improve engagement and click-through rates

Town Responsibility The Town of Farragut will provide the selected proposer with access to its photo assets and brand kit. We have no plans to rebrand. Currently, the Town utilizes Constant Contact as its email marketing platform.

Our key performance indicator (KPI) focuses on digital media research. As this is a new initiative for the Town, there is no existing vendor in place. The amount of stakeholder meetings and frequency of reports will be discussed and determined during negotiations.

Project Schedule The Town expects 100% completion of the project prior to March 31st, 2026. The respondents are encouraged to seek ways to deliver the project ahead of schedule while also balancing quality of work, lifecycle costs and reliability and resiliency of the project.

Project Budget The budget allocated for this solicitation is up to $20,000. The budget is funded by a State of TN Grant.

Vendors should take this amount into consideration when preparing their proposals, ensuring that all proposed services, materials, and associated costs fall within this limit. Proposals exceeding the stated budget may not be considered. It is important that vendors develop cost-effective solutions that align with the scope of work while remaining within the available funding.

RFP# 2026-12 Town of Farragut Tourism, Marketing, & Public Relation Services 9

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 an outline as follows:

• Cover Letter

• Table of Contents

• Section 1 – Executive Summary o If submitting as a partnership, identify all firms included in the proposal.

• Section 2 – Company Background

• Section 3 – Company Qualifications

• Section 4 – References o Include relevant references, and if applicable, provide details of any government work completed)

• Section 5 – Proposed Solution/Strategic Planning

• Section 6 – Proposed Research Analysis o Explain your approach to research analysis and illustrate how it is conducted within your company.

• Section 7 – Creative Concepting o Describe your process for brainstorming, ideation and collaborative work.

• Section 8 – Content/ Digital Collection and Design o Explain how your company will utilize existing content assets and collaborate with other firms to create additional assets such as photos and videos.

• Section 9 – Copy Writing o Provide an overview of your company’s copywriting standards and processes.

• Section 10 – All forms required by the Town to be filled out and signed. (see section 1.7)

Cost is to be filled out on the bid form provided in this RFP and submitted in a sealed separate envelope with the proposals.

Proposals should be on 8 ½ x 11 paper and be printed on both sides. Responses should have no more than one hundred (150) pages of content. The following items do not count toward the total content page limit:

• Cover page with signature

• Signed Bid form

• 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

• Owner’s Ethnicity and Gender of Contracts and Sub-Contractors

• Iran Divestment Act Certification

• Title VI Assurance

• Equal Employment Opportunity/Affirmative Action Policy Statement

RFP# 2026-12 Town of Farragut Tourism, Marketing, & Public Relation Services 10

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 section 4.2.

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# 2026-12 Town of Farragut Tourism, Marketing, & Public Relation Services 11

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).

Criteria Possible Overall Score

Weighted Value

Points

Strategic Planning 5

6 30

Research & Analysis 5 4 20

Creative Concepting 5 4

Content Collection 5 2 10

Digital Design 5 2 10

Copy Writing 5 1 5

Cost 5 1 5

Maximum Technical Points

100 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

• If all things equal, Coin Toss

• Preference will be given to the local company in case of a tie bid.

RFP# 2026-12 Town of Farragut Tourism, Marketing, & Public Relation Services 12

RFP No. 2026-12 Tourism, Marketing & Public Relations Services

Bid Form

Item/Deliverable Description Estimated Hours

Hourly Rate

Total Cost

Strategic Planning Development of communications strategy

Research and Analysis

In-depth analysis of past media campaigns and strategic research to inform planning and decision making

Creative Concepting

Brainstorming and developing campaign themes and messages

Content Collection On-site and staged photography and videography to support multimedia marketing assets

Digital Design Design and Preparation of visual assets, templates, layouts for use across digital platforms

Copy Writing Writing content for ads, social media, newsletters, blog posts, or web pages

Other (Specify):

Total Proposal Amount (Not to Exceed):

RFP# 2026-12 Town of Farragut Tourism, Marketing, & Public Relation Services 13

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.

List any items that are intended to be used as a substitute for specified items (if necessary):

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: _________________

Substitutions for this contract must be submitted with bid form.

References for this contract must be submitted with bid form.

RFP# 2026-12 Town of Farragut Tourism, Marketing, & Public Relation Services 14

TOWN OF FARRAGUT, TENNESSEE

BID BOND

CONTRACT NO. 2026-13

Principal:

Print Name of Principal

Surety:

Print Name of Surety

KNOW ALL MEN BY THESE PRESENTS, that we, the Principal and Surety above named, are held and firmly bound unto the TOWN OF FARRAGUT in the full and just sum of five percent (5%) of the total amount bid by the Principal for the project stated above, for the payment of which sum well and truly to be made, we bind ourselves, our heirs, executors, administrators, and successors, jointly and severally, firmly by these presents.

NOW, THEREFORE, the condition of this obligation is: the Principal shall not withdraw its bid within sixty (60) days after the opening of the bids, or within such other time period as may be provided in the Proposal, and if the TOWN OF FARRAGUT shall award a Contract to the Principal, the Principal shall, within ten (10) days after written notice of the award is received by him, fully execute a Contract on the basis of the terms, conditions and unit prices set forth in his Proposal or bid and provide bonds with good and sufficient surety, as required for the faithful performance of the Contract and for the protection of all persons supplying labor, material, and equipment for the prosecution of the work. In the event the Principal withdraws its bid after bids are opened, or after award of the Contract has been made fails to execute such the Contract and/or such additional documents as may be required and to provide the required bonds within the time period specified above, then the amount of the Proposal Bond shall be immediately paid to the TOWN OF FARRAGUT, not as a penalty, but as agreed upon liquidated damages.

RFP# 2026-12 Town of Farragut Tourism, Marketing, & Public Relation Services 15

IN WITNESS WHEREOF, the Principal has caused these presents to be signed by a duly authorized official and the Surety has caused these presents to be duly signed and sealed by an authorized agent or attorney-in-fact.

Principal (1) Surety (1)

By: By:

General Agent or Attorney-in-Fact

Date

(Seal)

Principal (2) Surety (2)

By:

General Agent or Attorney-in-Fact

Date (Seal)

*NOTE: The signature and information for Principal(2) and Surety(2) is to be provided when there is a joint venture.

Print Name and Title Date

Print Name and Title Date

RFP# 2026-12 Town of Farragut Tourism, Marketing, & Public Relation Services 16

TOWN OF FARRAGUT, TENNESSEE

BID GUARANTEE

CONTRACT NO. 2026-11

Bidder:

Print Name of Bidder

KNOW ALL MEN BY THESE PRESENTS, that the above-named Bidder has tendered the attached cashier’s or certified check in an amount equal to five percent (5%) of the total amount it bid for the project stated above, payable to the TOWN OF FARRAGUT, to be held pending the fulfillment of the following obligation conditions.

NOW, THEREFORE, the condition of this obligation is: the Bidder shall not withdraw its bid within sixty (60) days after the opening of the bids, or within such other time period as may be provided in the Proposal, and if the TOWN OF FARRAGUT shall award a Contract to the Bidder, the Bidder shall, within ten (10) days after it receives written notice of the award, fully execute a Contract on the basis of the terms, conditions and unit prices set forth in its Proposal or bid and provide bonds with good and sufficient surety, as required for the faithful performance of the Contract and for the protection of all persons supplying labor, material, and equipment for the prosecution of the work. In the event the Bidder withdraws its bid after bids are opened, or after award of the Contract has been made fails to execute such the Contract and/or such additional documents as may be required and to provide the required bonds within the time period specified above, then the TOWN OF FARRAGUT shall cash the attached check and retain the funds, not as a penalty, but as agreed upon liquidated damages.

IN WITNESS WHEREOF, the Bidder has caused these presents to be signed by a duly authorized official.

Bidder (1) Bidder (2)*

By: By:

Date Date

*NOTE: The signature and information for Bidder (2) is to be provided when there is a joint venture.

Print Name and Title Print Name and Title

RFP# 2026-12 Town of Farragut Tourism, Marketing, & Public Relation Services 17

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…