City of McMinnville - City Hall HVAC Replacement and Installation - 2026
City of McMinnvilleCity · McMinnville, TN- Due
- Nov 18, 2026
- 15 days left
- Posted
- Oct 27, 2026
- Contract term
- 1 year
- Primary contact
- Cody Smartt
- (931) 247-7060
The 30-second brief
The City of McMinnville Facility Maintenance Department is seeking sealed bids for the City Hall HVAC project located at McMinnville City Hall, 101 E. Main Street, McMinnville, TN. The scope of work includes the removal of existing condensers, air handlers, and refrigerant, and the furnishing and installation of a new 7.5-ton split system with an outdoor condenser, matched indoor air handler, and a programmable thermostat. Additional requirements involve crane operations, refrigerant line pressure testing, electrical and low-voltage wiring, ductwork reconnection, and startup testing. Bids are due by November 18, 2026, at 10:00 a.m. local time at the City Recorder's office. A mandatory site visit is scheduled for November 9, 2026, at 10:00 a.m. Bidders must provide proof of product liability and facility insurance equal to or exceeding $1,000,000, comply with TCA 62-6-119 contractor licensing requirements, and submit a 1-year manufacturer warranty.
New 7.5-ton split system (outdoor condenser and matched indoor air handler), Programmable thermostat, Removal of old equipment and refrigerant, Low-voltage communication wiring, Ductwork transitions
Commitment to expedient delivery, commitment to general conditions including warranty, completeness of the proposal responding to all requirements, manufacturing and delivery schedule, contractor's demonstrated capabilities and qualifications, equipment supplier's demonstrated capabilities and qualifications
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Summary
The City of McMinnville Facility Maintenance Department is seeking sealed bids for the City Hall HVAC project located at McMinnville City Hall, 101 E. Main Street, McMinnville, TN. The scope of work includes the removal of existing condensers, air handlers, and refrigerant, and the furnishing and installation of a new 7.5-ton split system with an outdoor condenser, matched indoor air handler, and a programmable thermostat.
Additional requirements involve crane operations, refrigerant line pressure testing, electrical and low-voltage wiring, ductwork reconnection, and startup testing. Bids are due by November 18, 2026, at 10:00 a.m. local time at the City Recorder's office. A mandatory site visit is scheduled for November 9, 2026, at 10:00 a.m. Bidders must provide proof of product liability and facility insurance equal to or exceeding $1,000,000, comply with TCA 62-6-119 contractor licensing requirements, and submit a 1-year manufacturer warranty.
EVALUATION CRITERIA
6- Commitment to expedient delivery
- Commitment to general conditions including warranty
- Completeness of the proposal responding to all requirements
- Manufacturing and delivery schedule
- Contractor's demonstrated capabilities and qualifications
- Equipment supplier's demonstrated capabilities and qualifications
REQUIRED DELIVERABLES
New 7.5-ton split system (outdoor condenser and matched indoor air handler), Programmable thermostat, Removal of old equipment and refrigerant, Low-voltage communication wiring, Ductwork transitions
REQUIRED ATTACHMENTS
7- Proof of product liability and facility insurance ($1,000,000.00)
- Copy of factory warranty(s)
- Rendering and detailed description of work
- Materials
- Equipment
- Exceptions page if applicable
- Proposal Form
- Submit to
- Office of the City Recorder, McMinnville City Hall, 101 E. Main Street, P.O. Box 7088, McMinnville, TN 37111
- Scope location
- McMinnville, TN
Questions about this BID
How do I respond to this Bid from City of McMinnville?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is November 18, 2026. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: Office of the City Recorder, McMinnville City Hall, 101 E. Main Street, P.O. Box 7088, McMinnville, TN 37111. For questions, contact Cody Smartt.
Can small businesses or minority-owned firms bid on this Bid?
Most government agencies, including City of McMinnville in TN, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the Bid submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Cody Smartt at (931) 247-7060. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: New 7.5-ton split system (outdoor condenser and matched indoor air handler), Programmable thermostat, Removal of old equipment and refrigerant, Low-voltage communication wiring, Ductwork transitions. Proposals should clearly address how each deliverable will be met.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Commitment to expedient delivery, commitment to general conditions including warranty, completeness of the proposal responding to all requirements, manufacturing and delivery schedule, contractor's de..." Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from City of McMinnville?
All active and historical solicitations from City of McMinnville are tracked and searchable. As a city agency, City of McMinnville regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 1 year. Contract terms may include renewal options.
Is this solicitation still open for submissions?
Based on the posted deadline of November 18, 2026, this solicitation appears to still be accepting submissions. Deadlines may change through amendments or addenda, so always verify the current status directly with the issuing agency before preparing your response.
What documents are required to bid on this Bid?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Proof of product liability and facility insurance ($1,000,000.00), copy of factory warranty(s), rendering and detailed description of work, materials, and equipment, exceptions page if applicable, Pro. Review the full document from City of McMinnville for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: McMinnville, TN. Review the full solicitation for detailed scope requirements.