SE TENNESSEE TRADE & CONFERENCE CENTER FEASIBILITY STUDY.PDF

PURCHASING DEPARTMENT

REQUEST FOR QUALIFICATIONS

25-14

SE TENNESSEE TRADE & CONFERENCE CENTER FEASIBILITY STUDY

CLOSING LOCATION:

ATHENS MUNICIPAL BUILDING

815 North Jackson Street Athens, TN 37303

ISSUED: Saturday, August 30, 2025

DUE: Tuesday, September 23, 2025, 3:00PM EST

PURCHASING DEPARTMENT

TO: Daily Post Athenian FROM: City of Athens DATE: August 28, 2025

SUBJECT: LEGAL NOTICE

Please publish the following Legal Notice on August 30, 2025, and provide an Affidavit of Publication as soon as possible.

LEGAL NOTICE

The City of Athens will receive sealed statements of qualifications until 3:00 PM, September 23, 2025, for the following:

SE TENNESSEE TRADE & CONFERENCE CENTER FEASIBILITY STUDY

RFQ #25-14

The City of Athens reserves the right to reject any and all proposals or waive any informalities and to accept any proposal deemed to be in the best interest of the City.

The City of Athens, Tennessee does not discriminate based on race, color, or national origin in federal or state sponsored programs, pursuant to Title VI of the Civil Rights Act of 1964 (42 USC 2000d).

Further, no person shall, on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving federal or state financial assistance.

For further information, please contact Angela Robbins at 423-744-2780 or arobbins@athenstn.gov.

mailto:arobbins@athenstn.gov

NOTICE FOR REQUEST FOR QUALIFICATIONS 25-14

Notice is hereby given that the City of Athens is seeking statements of qualifications for a market demand and feasibility study, including a cost-benefit analysis, as detailed in the attached scope of work.

Submission Instructions:

Responses must be submitted in a sealed envelope, clearly marked with the project title, and addressed as follows:

City of Athens ATTN: Angela Robbins

Purchasing Agent 815 North Jackson Street

Athens, TN 37303

Deadline:

Responses will be accepted until 3:00 PM Eastern, September 23, 2025. Late submissions will not be considered. Responses will be accepted if the City date/time stamp is on or before 3:00 PM;

submissions stamped 3:01 PM or later will be rejected.

Questions and Clarifications:

During the evaluation process, the City reserves the right, in its sole discretion, to request additional information, clarifications, or corrections of errors or omissions from respondents. Questions or requests for clarification should be directed to:

Angela Robbins Purchasing Agent

(423)744-2780 arobbins@athenstn.gov

Kevin L. Helms Project Manager

(423) 744-2788 khelms@athenstn.gov

Reservation of Rights:

The City reserves the right to reject any or all responses, waive irregularities, and make an award in any manner, consistent with law, deemed in the best interest of the City.

TERMS & CONDITIONS

1. Proposals must include a completed submittal form and bear the handwritten signature of an authorized representative of the firm to be considered valid.

2. No vendor may withdraw their proposal within a period of sixty (60) days after the date set for the opening of the proposals.

3. ALL proposals must be SEALED and properly identified with the name and address of vendor, date, time, proposal number, and project title on the OUTSIDE of the return envelope.

4. INSURANCE: A sheet of minimum “INSURANCE REQUIREMENTS” shall be attached to these terms and conditions when applicable. This sheet is provided for you and your insurance company.

5. Before a contract is signed by the City, the submitting entity, if selected, must provide the City Purchasing Division with a copy of its valid business license or with an affidavit explaining why it is exempt from the business licensure requirements of the city or county in which it is headquartered. If a contract is signed, the contractor’s business license shall be kept current throughout the duration of the contract, and the contractor shall inform the City of changes in its business name or location.

6. Failure to examine any drawings, specifications, and instructions will be at vendor’s risk. If the vendor is in doubt as to the true meaning of any part of the drawings, specifications, and documents, they should submit a written request for an interpretation to the Purchasing Department. An interpretation will be made and if necessary, an addendum shall be released via the City’s website at www.athenstn.gov. The City will not be responsible for explanations or interpretations except as issued in accordance herewith.

7. While notification is not required to submit a proposal, vendors are encouraged to notify the Purchasing Agent of their intent to submit to be sure they receive any addenda which may be issued. Proposals which do not acknowledge receipt of all addenda will be rejected.

8. Any alteration, erasure, additions to or omission of requested information, change of the specifications or submittal schedule, is made at the risk of the vendor and shall result in the rejection of the proposal unless such changes are authorized by the specifications.

9. Vendor agrees to defend and save the City of Athens from and against all demands, claims, suits, costs, expenses, damages, and judgments based upon infringement of any patents relating to goods specified in this order or the ordinary use or operation of such goods by the City or use or operation of such goods in accordance with vendor’s direction.

10. Contracts and purchases will be made or entered into with the vendor presenting the products whose design, function, quality, and layout best meet the needs of the City. The products and services must also meet the minimum specifications for the particular grade or class of material, work, and service desired, in the best interest and advantage to the City of Athens. Responsible vendor is defined as a vendor whose reputation, past performance, and business and financial capabilities are such that the appropriate City authority would judge them to be capable of satisfying the City’s needs for a specific contract or purchase order.

11. In all cases, the City will be the sole judge as to whether a proposer has or has not satisfactorily met the requirements of this RFP.

12. When in the best interest of the City, the committee may permit qualified proposers to revise their proposals by submitting a “best and final” proposal.

http://www.athenstn.gov./

13. The City reserves the right to modify these specifications during the negotiation process if it is deemed to be in the best interest of the City and the modifications do not substantially change the scope of work.

14. Proposals and modifications or corrections received after closing will not be considered. The City is not responsible for delays in delivery by mail, courier, etc.

15. The City reserves the right to accept a proposal containing variations from these specifications if the proposal so merits.

16. The City shall rely on the information submitted by proposers in reaching its decision and shall have the right to demand the services as described in the proposals.

17. In case of error or discrepancy in the mathematics of the prices, unit prices prevail.

18. The vendor shall comply with all applicable safety statutes and rules requiring certain protective personal apparel such as hard hats, ear plugs, eye shields, protective shoes, etc. The owner assumes no responsibility or liability for actions taken by the vendor which endanger life or property.

19. Schedule product deliveries to minimize long-term storage at Project site and to prevent overcrowding of construction spaces.

20. By submission of a signed proposal, the vendor certifies total compliance with Title VI and Title VII of the Civil Rights Act of 1964, as amended and all regulations promulgated thereunder, as the City of Athens does not discriminate based on race, color, or national origin in federal or state sponsored programs, pursuant to Title VI of the Civil Rights Act of 1964 (42 USC 2000d).

21. By submission of a proposal, the interested firm and each person signing on behalf of any firm certifies, and in the case of a joint award, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that each proposer is not on the list created pursuant to Tennessee Code Annotated (TCA) §12-12-106 – List of persons engaging in investment activities in Iran.

22. All contracts or purchase orders issued for this award will be governed by the laws of the State of Tennessee.

23. Proposals shall be subject to the open records laws of the State of Tennessee and only information designated by TCA as exempt from public disclosure will be treated as confidential.

It is the responsibility of the proposer to comply with any requirements of TCA that must be taken for information to be treated as confidential and failure to do so will result in information being subject to public disclosure.

By signing below, I hereby acknowledge that I have read, understood, and accepted the above Terms & Conditions:

COMPANY NAME

COMPANY REPRESENTATIVE PRINTED NAME SIGNATURE

TELEPHONE: __________________________FAX: _________________________________

EMAIL: _______________________________________________________________________

THIS FORM MUST BE SIGNED AND SUBMITTED WITH PROPOSAL

CITY OF ATHENS

STANDARD INSURANCE REQUIREMENTS

1. Statutory Worker’s Compensation Insurance

a. Employer’s Liability:

Bodily Injury by Accident - $100,000 each accident Bodily Injury by Disease - $500,000 policy limit Bodily Injury by Disease - $100,000 each employee

NOTE: WC coverage may be waived if the contractor is the sole proprietor only, with no employees, and can provide the City of Athens with an APPROVED I-5 form from the Department of Labor

2. Comprehensive General Liability Insurance

a. $1,000,000 limit of liability per occurrence for bodily injury and property damage

b. Comprehensive form covering all owned, non-owned, and hired vehicles

3. Auto Liability Insurance

a. $1,000,000 limit of liability per occurrence for bodily injury and property damage

b. Comprehensive form covering all owned, non-owned, and hired vehicles

4. City of Athens (and any applicable Authority) should be shown as an additional insured on

General Liability, Auto Liability, and Umbrella Liability policies

5. The Cancellation provision should provide 30-day notice of cancellation

6. Certificate holder should read:

City of Athens 815 N. Jackson Street

7. Insurance company must have an A.M. Best Rating of A-6 or higher

8. Insurance company must be licensed to do business by the Tennessee Secretary of State

9. Insurance company must be authorized to do business in Tennessee by the Tennessee Insurance Department

Purpose of this Request for Qualifications

The City of Athens, Tennessee seeks to enhance economic development, increase tourism— including sports tourism—boost hotel occupancy, strengthen the sales and hotel/motel tax base, and create new short- and long-term jobs. One potential avenue for achieving these goals is the expansion of the city-owned Southeast Tennessee Trade & Conference Center, located within the 165-acre Regional Park on Decatur Pike, just 0.5 miles from I-75 Exit 49. The expansion may also include a branded hotel attached to the conference center.

The City is seeking a qualified and experienced firm to prepare a market demand and feasibility study and cost-benefit analysis. The study will determine whether expansion of the Southeast Tennessee Trade & Conference Center—and potentially adding a hotel—is justified based on current and projected market conditions, trends, and feasibility. If expansion is found feasible, the study should assess and recommend:

• Optimal size and configuration

• Required infrastructure

• Preliminary design concepts and cost estimates

• Potential operators

• Possible funding sources

About Athens, Tennessee

Location Athens is located in Southeast Tennessee, midway between Knoxville and Chattanooga, along major transportation corridors:

• I-75 (Exits 49 and 52) – over 43,000 vehicles per day

• Decatur Pike (S.R. 30) – over 22,000 vehicles per day

• Congress Parkway (U.S. 11) – over 13,500 vehicles per day

Demographics The City of Athens has a population of approximately 16,000, while McMinn County has over 60,000 residents. Both populations are growing at over 4% annually. Key demographic statistics are summarized below:

Persons Under 5 Years 5.5% Persons Under 18 Years 19% Persons 65 Years & Over 18% Median Age 41 Years Workforce 21,000 No. of Households in City 6,031 No. of Households in County 21,471 Median Value of Owner-Occupied Housing $197,300 High School Graduate or Higher 86.5% Bachelor’s Degree or Higher 20.0% Median Household Income $56,000 Per Capita Income $31,000

Low Cost of Living 77.6 / 100 Low Tax Rate 1.0078 Per $100 of Assessed Value Low Utility Rates Athens Utility Board (AUB) Sales Tax Rate 9.75% Unemployment Rate (2025) 3.4%

Regional Economic Hub Athens serves as the economic hub of the region, attracting over 200,000 visitors annually.

Highlights include:

• Gateway to the Great Smoky Mountains National Park

• Home to Mayfield Dairy, offering a factory tour

• Year-round festivals and events:

o MooFest (June) o Sounds of Summer Concert Series o PumpkinTown (October) o Drive-through Christmas Light Show at Regional Park

Commercial and retail activity is concentrated along Decatur Pike and Congress Parkway, including 10 hotels with 622 rooms, averaging $90 per night. The major shopping center at Decatur Pike and Congress Parkway is undergoing renovations, attracting further investment.

Higher Education

• Tennessee Wesleyan University (TWU) – 1,200 students

• Tennessee College of Applied Technology – 540 students

• Cleveland State College – 3,300 students

Industry Major employers include:

• Denso – automotive parts, 1,600+ employees

• E&E Manufacturing – automotive parts supplier

• ABB – electrical components

• HP Pelzer – automotive parts supplier

• Adient – automotive seating

• Heil Trailers

• Mayfield Dairy

Athens also has three industrial parks actively marketed for development.

Transportation & Accessibility

• McMinn County General Aviation Airport – 3 miles, 6,450 x 100 ft asphalt runway, 62 aircraft operations/day

• Knoxville (McGhee Tyson) Airport – 58 miles north

• Chattanooga Metropolitan Airport – 50 miles south

Amenities & Quality of Life

• High-quality ISO fire rating of 2

• Vibrant cultural arts scene

• Robust healthcare system, including 118-bed Starr Regional Medical Center

• Certified Main Street Community with active downtown residency

Commitment to Growth The City of Athens, McMinn County, McMinn County Economic Development Authority, Athens Chamber of Commerce, and TWU are committed to stimulating the regional economy by completing and maintaining a viable Southeast Tennessee Trade & Conference Center.

Background of the SE TN Trade & Conference Center

The city owns the 5,220-square-foot Southeast Tennessee Trade & Conference Center, located within the 165-acre city-owned Regional Park at 2405 Decatur Pike, one mile from I-75 Exit 49 and U.S. 11 (Congress Parkway).

Originally designed in 2000 as a 115,000-square-foot multipurpose facility with exhibition space, classrooms, kitchen, offices, public areas, indoor sports courts, arena, and parking, only Phase I (5,220 sq. ft.) was completed in 2001. This included lobby and exhibition space, restrooms, and a classroom. Site preparation for the remaining phases (about 2.5 acres) was also completed, but the remaining phases were never built. Separately, McMinn County constructed an arena behind the conference center.

Since 2001, the conference center has been used for business meetings, receptions, and small events. The table below summarizes occupancy rates for the City’s fiscal year July 1, 2024 – June 30, 2025:

Month Entire Facility 5,220 s.f. / 299 people

Main Building without Classroom 4,360 s.f. / 160 people

Classroom Only 860 s.f. / 56 people

July 6 10 11 Aug. 4 7 8 Sept. 9 9 12 Oct. 1 16 12 Nov. 2 4 14 Dec. 7 3 9 Jan. 0 4 11 Feb. 1 4 11 Mar. 2 4 7 Apr. 10 4 13 May 5 2 11 June 3 5 16 Total 50 rentals for the year 72 rentals for the year 135 rentals for the year Avg. 4.1 rentals per month 6 rentals per month 11.25 rentals per month

Rental $375 per day $325 per day $20 per hour / $75 per day

Currently, the City and McMinn County are considering completing the conference center to drive economic development, contingent upon the results of the market demand and feasibility study and cost-benefit analysis.

The City is also exploring whether the completed facility could support an attached branded hotel.

Athens has a 4% hotel/motel tax that generates approximately $420,000 annually, which is used to promote tourism.

Regional Park Location and Amenities

The 165-acre Regional Park includes:

• Five tournament-quality lighted baseball/softball fields

• Tournament-quality soccer fields

• Second-largest splash pad in Tennessee

• Large playground and pavilions

• Paved/lighted parking spaces

• Trails, maintenance and office facilities

• 2-acre pond with lighted asphalt loop trail

• 18-hole disc golf course

The park hosts local, regional, and state-wide sporting tournaments and seasonal events, such as July 4th fireworks, fishing derby, and a drive-through Christmas light show. Artificial turf will be installed on the five baseball/softball infields in late 2025 to attract additional tournaments.

Proposed Scope of Work

The selected firm will be responsible for:

• Evaluating the existing conference center site and surrounding areas to assess opportunities and constraints

• Reviewing the market area, relevant economic data, and speaking with meeting planners, event organizers, and key associations to determine Athens’ positioning as a destination

• Assessing market demand for conference center expansion and a new attached hotel, including growth trends, potential usage, and competition with nearby facilities

• If feasible, identifying:

o Optimal size, configuration, and amenities o Required infrastructure and preliminary design concepts o Construction cost estimates o Potential operators in a public/private partnership o Possible funding sources o Estimated annual revenues and expenses o Governance and best practices

• Preparing a comprehensive report, presenting findings and recommendations, and discussing next steps with the City

Qualifications

Responding firms should include:

• Company profile, office locations, years of operation, and relevant experience

• Specific personnel assigned to the project, including resumes and qualifications

• Description of any subconsultants to be used

• Relevant projects completed in the last five years, including outcomes

• References from at least five clients for similar projects in the last three years

• Narrative explaining the company’s methodology and approach to this project

Contact Information

Angela Robbins – Purchasing Agent Phone: (423) 744-2780 Email: arobbins@athenstn.gov

Kevin L. Helms – Project Manager Phone: (423) 744-2788 Email: khelms@athenstn.gov

Submission Instructions Responses must be submitted in a sealed envelope, clearly marked, and addressed to:

City of Athens ATTN: Angela Robbins

Purchasing Agent 815 North Jackson Street

• Submission Deadline: September 23, 2025, 3:00 PM Eastern

• The City is not responsible for late submissions due to mail, courier, or delivery delays

• Late submissions will not be considered under any circumstances

Evaluation Process A selection committee comprised of city staff shall review and rank all proposals based on qualifications. The committee shall make a recommendation as to the most qualified firm to the City Council, accompanied by a negotiated contract.

Evaluation includes subcontractors, using the same criteria as the firm. Firms may be requested for interviews or presentations. The City may forego interviews or presentations in whole or in part.

All responses should be comprehensive, clear, and concise; no firm should rely on an opportunity to present additional information to clarify a response.

Evaluation Criteria:

• Company profile, location, years of operation, experience (15%)

• Personnel assigned to the project, including subconsultants (20%)

• Relevant projects completed in the previous five years and outcomes (25%)

• References from at least five clients in the previous three years (10%)

• Narrative explaining methodology and approach (30%)

Post-Evaluation, Award, and Contract Upon conclusion of the evaluation and selection process, the City shall attempt to negotiate terms for a contract with the most qualified firm for City Council review and approval. If terms cannot be agreed upon, negotiations

Athens, TN Hotels (I-75 exit 49)

Hotel/Address Number of Rooms Avg. Room Rate Per Night Fairfield Inn & Suites 106 Burkett Witt Blvd.

100 $148

Hampton Inn 1821 Holiday Drive

70 $130

Holiday Inn Express 1819 Holiday Drive

64 $114

Comfort Inn 2811 Decatur Pike

68 $104

Baymont by Wyndham 2002 Whitaker Road

40 $80

Scottish Studio Inn 2620 Decatur Pike

87 $67

Econo Lodge 2620 Decatur Pike

45 $66

America’s Best Value Inn 2808 Decatur Pike

40 $64

Days Inn by Wyndam 2541-B Decatur Pike

53 $63

Super 8 by Wyndham 2541 Decatur Pike

55 $61

Total 622 $90 avg. room rate per night

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Non-Collusion Affidavit of Prime Proposer

State of _________________

County of ____________________

____________________________, being first duly sworn, deposes and says that:

1. He/She is the __________________ of ______________________, the firm that has submitted the attached Proposal.

2. He/She is fully informed respecting the preparation and contents of the attached Proposal and of all pertinent circumstances respecting such Proposal.

3. Such Proposal is genuine and is not a collusive or sham Proposal.

4. Neither the said Proposal nor any of the Proposer’s officers, partners, owners, agents, representatives, employees, or parties in interest, including this affiant, has in any way colluded, conspired, connived, or agreed, directly or indirectly, with any other Proposer, firm or person to submit a collusive or sham Proposal in connection with the Contract for which the attached Proposal has been submitted or to refrain from proposing in connection with such Contract, or has in any manner, directly or indirectly, sought by agreement or collusion or communication or conference with any other Proposer, firm, or person to fix the price or prices in the attached Proposal or of any other Proposer, firm, or person to fix any overhead, profit, or cost element of the Proposal price or the Proposal price of any other Proposer, or to secure through any collusion, conspiracy, connivance or unlawful agreement any advantage against the City of Athens or any person interested in the proposed Contract; and

5. The price or prices quoted in the attached Proposal are fair and proper and are not tainted by any collusion, conspiracy, connivance, or unlawful agreement on the part of the Proposer or any of its agents, representatives, owners, employees, or parties in interest, including this affidavit.

(Signed): ______________________________

Title: _________________________________

Subscribed and sworn to before me this ________ day of _______________, 20___.

NOTARY PUBLIC

My commission expires ___________________________

No Contact/No Advocacy Affidavit

State of _________________

County of ____________________

____________________________, being first duly sworn, deposes and says that:

1) He/She is the owner, partner, officer, representative, or agent of the Proposer that has submitted the attached Proposal.

2) The Proposer ____________________________________ swears or affirms that he/she will abide by the following “No Contact” and “No Advocacy” clauses:

a) NO CONTACT POLICY: After the posting of this solicitation to the City website, any contact initiated by any proposer with any City of Athens representative concerning this Proposal is strictly prohibited, unless such contact is made with the Purchasing Agent or the listed Point of Contact. Any unauthorized contact may cause the disqualification of the proposer from this procurement transaction.

b) NO ADVOCATING POLICY: To ensure the integrity of the review and evaluation process, companies and/or individuals submitting Proposals for any part of this project, as well as those persons and/or companies representing such proposers, may not lobby or advocate to the City of Athens including, but not limited to, members of the City Council, Office of the City Manager, or any other City staff.

Any company and/or individual who does not comply with the above stated “No Contact” and “No Advocating” policies may be subject to having their Proposal rejected from consideration.

(Signed): ______________________________

Title: _________________________________

Subscribed and sworn to before me this ________ day of _______________, 20___.

NOTARY PUBLIC

My commission expires ___________________________

FROM:

NAME/ADDRESS OF PROPOSER

TO BE OPENED DATE: September 23, 2025

TIME: 3:00 PM

RFQ NUMBER: 25-14

PROJECT: SE TENNESSEE TRADE & CONFERENCE CENTER FEASIBILITY STUDY

TO:

ATTN: ANGELA ROBBINS

CITY OF ATHENS

815 N. JACKSON STREET

ATHENS, TN 37303

Kevin L. Helms