City of Oak Ridge Materials Management Bid Request Page
If you download any bid related documents from this site please email with your name and company name.

The City of Oak Ridge is maintaining a registry of vendors who have expressed interest in doing business with the City. If you would like to add your business to our registry, please complete the registration by clicking on the link below and following the instructions. As the need arises for a particular product or service, the City will use this registry as one of its sources to obtain potential vendors. To view bids for the City of Oak Ridge click on the Bid Link below.

Click Here for

Vendor Registration

City of Oak Ridge Bid Link 

*Please note that the City cannot guarantee that a vendor will be notified of every solicitation for proposals, quotes or bids for which it wishes to compete.


FY2020-074 Woodland Pocket Park Trail

Sealed Bids will be received, by the City of Oak Ridge, Finance Department, until 2:00 p.m. (local time), Tuesday, November 19, 2019, and then publicly opened at the City of Oak Ridge, Central Services Complex Finance Conference Room, located at 100 Woodbury Lane, Oak Ridge, TN for FY2020-074 Woodland Pocket Park Trail per the specifications provided by the City of Oak Ridge.

PDF File: FY2020-074 PDF File: Addendum One



October 31, 2019

The City of Oak Ridge, Tennessee, an Equal Opportunity, Affirmative Action Employer, seeks to retain the services of a professional consultant engineering firm to provide services related to construction of an Oak Ridge Gateway Monument project funded in part as a Direct Appropriations Grant from the Tennessee Department of Transportation (TDOT). The project shall be accomplished in accordance with TDOT Local   Program guidelines. This project shall adhere to all applicable Federal and State regulations and requirements. The project shall be accomplished in accordance with the project application on which TDOT approval was based.  The professional consultant engineering consulting firm (the Prime) and all sub-consultants must be on TDOT’s pre-approved list and the Prime Consultant must have unlimited status.  Responsibilities of the professional consultant engineering firm include, but are not limited to:

Required Scope of Services

  • Provide field survey services of the project area
  • Provide engineering design services to prepare bid/construction documents for the construction of the project
  • Prepare itemized estimate of probable cost using TDOT item numbers
  • Prepare project specifications and bid documents
  • Prepare bid notice
  • Prepare bid advertisement
  • Permit submittal for review and approval to TDOT
  • Utility submittal for review and approval to TDOT
  • Assist City in evaluation of bids and recommendation for contract award
  • Construction Engineering Inspection (CEI)
  • Any other services needed to complete the design, right-of-way, and bidding for construction ofthe project.

Estimated Schedule for Performance of Work



Notice to Proceed

February 2020

Project Kickoff

March 2020

Project Surveying

April 2020

Geotechnical Investigation

April 2020

NEPA Environmental Documents

April 2020 to June 2020

Early Utility Notification

April 2020

Preliminary Plans

May 2020 to October 2020

TDOT Submittal/Review

November 2020 to December 2020

Public Meeting

January 2021

Right-of-Way Plans

January 2021

TDOT Submittal/Review

February 2021 to March 2021

Construction Plans/Estimates

March 2021 to June 2021

TDOT Submittal/Review

August 2021 to September 2021


October 2021 to November 2021

Construction Contract Proposal

October 2021 to November 2021

TDOT Submittal/Review

December 2021 to January 2022

Construction Bidding

February 2022 to March 2022

TDOT Submittal/Review

April 2022 to May 2022

Notice to Proceed

May 2022


June 2022 to November 2022

Firms may request consideration by submitting a letter of interest along with qualifications to the City of Oak Ridge, PO Box 1, Oak Ridge, TN 37831 Attn: Jon Hetrick.  All letters of interest and qualifications must be received on or before 5:00 p.m. Eastern Standard Time, Thursday, November 21, 2019.  The letter of interest and qualifications shall indicate the scope of services to be completed by any sub-consultants. Payment to the selected Prime Consultant is to be billed and paid monthly for the duration of the contract.

Phase I Evaluation

For Phase I evaluations firms shall submit letters of interest with firm contact information including name, address and email of primary contact. The letters of interest shall also include:

  • Work experience in the required disciplines with TDOT, the City of Oak Ridge and/or other clients.
  • Specialized expertise related to the project scope
  • Professional licensure
  • Staff capabilities of Prime Consultant
  • Size of Projects and unlimited prequalification status

From the letters of interest, the City of Oak Ridge will select a minimum of 3 qualified firms to submit Phase II qualifications. From this list the top ranked candidate will be selected.

Phase II Evaluation

The City of Oak Ridge will evaluate the three top firms based on the following criteria (relative weight):


Relative Weights (%)

Past experience in the required disciplines with TDOT and other clients.


Past experience specific to gateway monument projects.


Qualification and availability of staff.


Demonstrated ability to meet schedules without compromising sound engineering practice.


Evaluations on prior projects with TDOT and other clients, if available.


Knowledge of Federal and TDOT CEI requirements.


The consultant evaluation committee holds the ability to conduct interviews based on scoring as a Phase III Evaluation.

Prequalification procedures, example letter of interest, list of pre-qualified firms and certified DBEs, TDOT’s standard procurement policy, and additional information can be found at this internet address For information on prequalification, please contact Christine Smotherman at (615)741-4460 or   

Evaluation proceedings will be conducted within the established guidelines regarding equal employment opportunity and nondiscriminatory action based upon the grounds of race, color, sex, creed, sexual orientation or national origin.    Interested certified Disadvantaged Business Enterprise (DBE) firms as well as other minority-owned and women-owned firms are encouraged to respond to all advertisements by the City of Oak Ridge. For information on DBE certification, please contact David Neese at (615)741-3681 or   Details and instructions for DBE certification can be found at the following website:

The City of Oak Ridge reserves the right to reject any and all proposals, waive minor defects, informalities or irregularities in proposals or proposal process and to make proposals awards, as deemed, to be in its best interest. The City of Oak Ridge is not responsible for delays occasioned by the U.S. Postal Services or any other means of delivery utilized by the proposer. Similarly, the City of Oak Ridge is not responsible for, and will not open, any proposal responses that are received later than the date and time stated above. 


Specifications and bid documents may be examined and obtained from the City of Oak Ridge, Central Services Complex, Finance Department, 100 Woodbury Lane, Oak Ridge, Tennessee, 37830 or by calling Lyn Majeski, PURCHASING Manager at (865) 425-1819, or by e-mail
Alternately, you may call Materials Management at (865) 425-1809.