WMHI_Awning_ITB_Specs_FINAL.docx

Walkway Awning and Vehicle Unloading Cover – Formal Specifications

PURPOSE:

This invitation to bid is for a purchase order contract to install an awning over the employee entrance sidewalk and also provide a covered spot for unloading food trucks and delivery trucks at Tennessee Department of Mental Health and Substance Abuse Services, Western Mental Health Institute (WMHI).

Building Location:

Western Mental Health Institute 11100 Old Highway 64 W Bolivar, TN 38008

Point of Contact:

Ryan Wiley, Director of Procurement Ryan.wiley@tn.gov 731-228-2345

SPECIFICATIONS:

General Conditions

1. Project is to be completed by November 15, 2026. The work schedule is to be coordinated between the Facility Hospital Administrator and/or Facility Safety Officer and Contractor during mutually agreed upon times. Work performance is not limited to Monday-Friday, 8:00 am. – 5:00 pm and can be performed on evenings and weekends at the discretion of the Hospital Administrator.

2. The Contractor and applicable subcontractors must possess an active Contractors (BC-B, BC, or S-Awning & Canopy Installation) license in the State of Tennessee. Failure of the Contractor and all subcontractors to provide copies of their appropriate license shall result in disqualification of the bid. All licenses shall be verified via Tennessee Commerce and Insurance database before project is awarded.

3. The Contractor’s bid shall include a declaration that clearly states the intent to use a subcontractor, along with their name, address and license number. The facility reserves the right to reject a bid as a whole or just a subcontractor, based upon failure to possess and/or provide an appropriate active Contractors (BC-B, BC, or S-Awning & Canopy Installation) After the project is awarded, any proposed substitution or addition of a subcontractor shall require written acceptance and approval by the Facility before being allowed on-site or to perform any work under this Contract. All subcontractors are required to have a Contractors (BC-B, BC, or S-Awning & Canopy Installation) license in the State of Tennessee for the applicable work to be performed before and throughout the project. Any proposed subcontractor failing to meet these requirements is not allowed to perform work on any portion of this project.

4. All work shall comply with State and local building codes, life-safety codes, and fire codes.

5. The Contractor is responsible for all permits and associated fees.

6. The bids shall be submitted via the State of Tennessee Edison System in response to an invitation to bid. Do not submit or disclose your bid to any other person.

7. Only the Facility Hospital Administrator can approve any alterations, modifications, and substitutions of the specifications or requirements of the project. No additional work shall be authorized unless pre-approved by the Hospital Administrator in writing. Any work performed outside of the written scope or without any written change orders will be the responsibility of the Contractor. All questions, directives, and acceptance shall come only from Hospital Administrator.

8. The Contractor shall keep the jobsite clean and safe and leave in neat and tidy condition.

9. All color selections shall be provided to the Contractor by the Hospital Administrator.

10. All material substitutions shall be pre-approved prior to bid acceptance.

11. All materials shall be installed according to the manufacturer’s recommendations, industry best practice, and applicable code.

12. All dimensions listed are approximate. The Contractor is solely responsible for verifying actual dimensions prior to ordering any materials or bidding. No allowances shall be made due to a bidder neglecting to visit the site and verifying dimensions and conditions.

13. All work performed under this Contract shall be under the full-time direction of the Contractor. The Contractor shall be responsible for work and performance, and damages of any subcontractors and/or independent contractors or laborers hired in connection with the work under this Contract.

General Scope of Work

1. Project Overview

· The contractor shall provide all labor, materials, equipment, and services necessary to furnish and install a 197-ft long straight metal canopy structure over an existing sidewalk and an additional 6-8 foot raised roof section to permit box truck pull under access. The canopy shall provide full weather protection to meet applicable building code and industry standards for load capacity and uplift, accommodate emergency egress requirements, remain fully compliant with all state and local building codes and life safety and fire codes, and incorporate a raised roof section to permit box truck pull under access.

2. General Requirements

· Install a continuous, straight canopy covering the full 197-ft sidewalk length and an additional 6 -8 foot raised roof section to permit box truck pull under access.

· No turns, bends, or 90° angles in the canopy structure.

· Posts shall be installed alongside the sidewalk, not within the 5-ft wide pedestrian path.

· Work shall coordinate with an existing fenced courtyard area adjacent to the canopy.

· Contractor shall field-verify all site conditions prior to fabrication and installation.

3. Structural Specifications

· Canopy Covering: Metal roof system, including all structural supports, bracing, fascia, trim, drainage elements, and attachment hardware which coordinates with existing building and design aesthetics.

· Standard Clear Height: The height of the canopy cover shall coordinate with the existing small door covering. The door covering shall be removed and replaced with the beginning of the awning. The approximate height of the existing door cover is approximately 9–10 ft.

· Truck Pull-Under Section:

· At the end of the walkway, into the parking lot, the Roof shall incorporate a 4-ft vertical rise to allow box truck clearance.

· The raised pull under section shall rise at the end of the sidewalk to a height of 14 feet and be no less than 6 feet wide and be 6 to 8 feet long.

· Final two structural posts shall be set at the end of the sidewalk at the truck approach zone.

· No end post shall be installed at the truck opening to ensure unobstructed drive-through.

· Metal Finish Requirements:

· Contractor to specify gauge, coating, and color options.

· All materials shall meet applicable corrosion-resistance standards for outdoor installations.

4. Lighting Requirements

· Emergency Egress Lighting:

· Install code-compliant egress fixtures at intervals ensuring safe illumination across the full 197-ft length and along the additional 6-8 foot pull through for box trucks.

· All emergency fixtures shall include battery backup with automatic switchover to Facility generator.

· General Lighting:

· Install LED lighting along the canopy for uniform nighttime illumination.

· Lighting layout shall avoid glare, dark spots, and energy inefficiencies.

· All conduit, wiring, switching, controls, and protection devices shall be weather-proof to code standards and included in the contractor’s bid.

5. Foundations and Supports

· Posts shall be anchored in concrete footings sized according to state and local building codes, life safety and fire codes and structural load calculations.

· Contractor shall protect the existing sidewalk and courtyard during installation.

· No post or footing encroachment is permitted within the 5-ft wide sidewalk clearance zone.

6. Testing, Inspection, and Code Compliance

· Contractor shall ensure full compliance with applicable laws, regulations, local building codes, electrical codes, ADA requirements, fire/life-safety regulations, and any and all other applicable standards.

· Engineering stamps may be required depending on jurisdiction; contractor shall include these costs if applicable.

· All lighting shall be tested for function, battery backup operation, and compliance prior to project closeout.

7. Deliverables

· Complete metal canopy structure with raised roof at truck access point.

· Fully operational LED general lighting and emergency battery-backup lighting.

· As-built drawings upon completion.

· Warranty documentation for materials and lighting systems.

9. Site Visit

· An optional site visit will be held on Monday, September 28, 2026, from 9:00 AM to 1:00 PM, and Tuesday, September 29, 2026, from 12:00 PM to 4:00 PM.

· All bidders are permitted to attend one of the scheduled site visits.

· No accommodations, adjustments, or allowances will be made for any errors in measurement, calculation, or assessment made by bidders. Bidders are fully responsible for obtaining complete and accurate measurements and information at the time of their visit. Any oversight, miscalculation, or failure to gather necessary details will not constitute grounds for bid revision or future claims.

10. Contractor Responsibilities

· Communicate with Facility during construction to ensure that areas of traffic are routed properly to ensure safety of all staff and visitors.

· Must follow all Interim Life Safety Measures implemented by the Facility.

· Provide barricades, signage, and safety measures per OSHA standards at the worksite.

· Maintain a clean, organized worksite.

· Coordinate work with the Facility Safety Officer and/or Hospital Administrator to minimize disruptions to sidewalk and courtyard operations, including coordinating alternative ingress and egress options.

· All debris shall be removed from the property and disposed of in accordance with all applicable regulations, unless specifically noted.

Specific Instructions

· The Contractor will need to contact the Hospital Administrator at least two (2) days before starting the project.

· The Contractor shall coordinate with the Facilities Safety Officer to block off the work area to restrict access during construction work.

· The Contractor shall coordinate with the Facilities Safety Officer to relocate egress and ingress during work hours.

Site Restoration and Stabilization

· The Contractor shall repair and backfill any ruts, depressions, or surface disturbances created by equipment, vehicles, or construction operations. All restored areas shall be graded smoothly, compacted, and blended to match surrounding terrain.

· Any grassy or vegetated areas disturbed or damaged by the Contractor’s work shall be fully restored. This includes placing topsoil as needed, applying grass seed of the specified mix, and covering all seeded areas with clean straw mulch.

· Upon completion of project, the Contractor shall ensure that there are no trip hazards, abrupt edges, drop-offs, exposed raw edges, nails, screws, etc., that could cause harm to individuals utilizing the walkway on a daily basis.

· Final acceptance of completion shall not occur until all conditions have been met to the satisfaction of the Facility Additional Requirements

· The Contractor shall be responsible for determining where all utilities are on the job site and facility, and care should be taken to protect the utilities from any damage caused by the demolition/construction. This should include any underground utilities around the job site area. If damage occurs, the Contractor is responsible for ensuring that the damage is repaired within a twenty-four (24) hour period from the time damage occurs through no cost to the Facility.

· The Contractor shall perform work during times agreed upon by Hospital Administrator, and Contractor and shall invoice work and material not to exceed the quoted price. Any variance in quote shall be addressed with the Hospital Administrator before any additional work is undertaken or materials are ordered.

· Work shall be scheduled to avoid any interference with normal operation of the Facility as much as possible. During the construction period, the Contractor shall coordinate construction schedules and operations with Hospital Administrator.

· The awarded Contractor shall attend a pre-construction conference and a Final Inspection conference where final approval is granted before the final invoice shall be paid.

· The Contractor shall protect areas adjacent to work area and shall be required to repair any damage caused by Contractor, subcontractors or employees. The Contractor shall protect work of other trades.

· Workmanship shall be warrantied for not less than one (1) year from date of final inspection. Materials shall be warrantied as per manufacturer’s warranty.

· Unless otherwise indicated, all materials, equipment, and supplies shall be new and in good condition, UL listed when applicable, and all work accomplished in a manner acceptable to the Facility.

· Clean up of the project site shall be the responsibility of the Contractor. The Contractor shall assure that job site is clean of nails, debris, etc., at the end of each day to ensure safety. The Contractor shall clean up and haul away all scrap when work is completed to an approved location off State property.

· The Contractor, employees, and sub-contractors shall be licensed, certified, or registered as required. They shall be registered in the State of Tennessee Edison purchasing system.

· The State of Tennessee shall not be held liable for any damage, loss of property, or injury of personnel resulting from actions of the Contractor and/or his/her sub-contractors or employees.

· At all times, the Contractor shall have a copy of project specifications, permits, and Certificate of Insurance on-site.

Points of Contacts for this project are:

· Hospital Administration: Kris Woods

· Facility Manager: Kevin Graves

· Facility Safety Officer: Mike McCord