Heating, Ventilation and Air Conditioning (HVAC) Replacement at City Hall

CITY OF
HENDERSONVILLE
101 MAPLE DRIVE NORTH
HENDERSONVILLE, TN 37075
REQUEST FOR BIDS
PROJECT NAME:
Heating, Ventilation and Air Conditioning (HVAC) Replacement at City Hall
ISSUE DATE: September 22, 2026
QUESTIONS DUE: October 7, 2026 AT 4:00PM
ADDENDUM POSTED (IF NEEDED): October 9, 2026
SUBMITTALS DUE: October 16, 2026 AT 1:00 PM
BID NO. 27-0012
JAMIE CLARY, MAYOR
CITY OF HENDERSONVILLE
PUBLIC WORKS DEPARTMENT
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City of Hendersonville
Public Works Department
PROJECT NAME:
Heating, Ventilation and Air Conditioning (HVAC) Replacement at City Hall
TABLE OF CONTENTS
DESCRIPTION: PAGE NUMBER:
Request for Bids 1
Table of Contents 2
Invitation to Bid 3
Bid Submittal Checklist 4
Bidding Instructions 5-7
Scope of Work and Equipment Requirements 8-13
General Conditions 14-16
Specifications 17-19
Bid Proposal Submittal Form 20
Bid Proposal Submittal Pricing Sheet 21
Title VI Compliance 22
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INVITATION TO BID
The City of Hendersonville is accepting sealed bids for the Heating, Ventilation and Air
Conditioning (HVAC) Replacement at City Hall.
The Contractor shall furnish all labor, materials, equipment, tools, transportation, supervision,
permits, disposal, and incidental items necessary to provide a complete and operational HVAC
replacement at Hendersonville City Hall in accordance with the Scope of Work, Specifications,
and other Bid Documents.
The scope of work for the FY27 HVAC Replacement at Hendersonville City Hall requires the
contractor to supply and install replacement TRANE units equipped with seismic curb adapters,
while incorporating a 5-year warranty on parts, a 5-year warranty on compressors, and a 1-year
warranty on labor. Prior to installation, the selected vendor must perform a formal structural
analysis to verify roof load capacities for the new equipment. The contractor is responsible for the
removal and proper disposal of the existing HVAC units, integrating with existing zone systems
as needed, and obtaining all necessary permits. All work must comply with the Hendersonville
Construction Manual, ASHRAE Standards, NFPA 70 National Electric Code, and International
Mechanical Code (IMC) guidelines, with the City paying for a maximum of 6 hours of crane
service.
Specifications may be obtained by email request to Todd Baun, Project Manager, Public Works
Department, at tbaun@hvilletn.org or by paper copy from the Public Works Department,
Hendersonville City Hall, 101 Maple Drive North, Hendersonville, TN 37075.
Bids must be submitted by October 16, 2026, for the opening at 1:00 PM (CST), at which time
they will be opened in the Conference Room 1 at Hendersonville City Hall, 101 Maple Drive North,
Hendersonville, Tennessee 37075.
The City reserves the right to waive informalities, reject any or all bids, and/or award the contract
in accordance with the provisions of the solicitation and applicable law.
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BID SUBMITTAL CHECKLIST
Project Name: Heating, Ventilation and Air Conditioning (HVAC) Replacement at City Hall
Solicitation Number: 27-0012
Company Name:
The Bidder is responsible for ensuring that all required documents are submitted with its response. Failure
to provide required documentation may result in the response being deemed nonresponsive.
Please check all items included with your submission.
Completed and Signed Bid Submittal Checklist
Contractor and Applicable Subcontractor License Information Included on the Outside of Sealed Bid
Envelope in accordance with TCA 62-6-119
Completed Bid Proposal Submittal Form and Bid Proposal Pricing Sheet, including:
Prime Contractor and Applicable Subcontractor License Information
Bid Pricing
Signature of Authorized Representative
Acknowledgment of All Addenda Issued (if any)
Acknowledgment of Liquidated Damages Requirement ($250/day)
Proof of Insurance or Evidence of Insurability (meeting or exceeding bid requirements)
List of Relevant Equipment (required per Bidding Instructions #6)
Qualifications Statement / Company Capability Information (required per Bidding Instructions #6)
Acknowledgement of Performance Bond and Payment Bond Information Requirement
Title VI Compliance Form (Voluntary - Not Required for Submission or Evaluation)
Proposed Project Schedule with Anticipated Working Days
CERTIFICATION
The undersigned certifies that this checklist has been reviewed and that all required documents have been
included in the submission. The Bidder understands that submission of this checklist does not relieve the
Bidder of responsibility for complying with all requirements contained in the solicitation, including any
applicable federal funding requirements, certifications, or contract provisions that may become applicable
to this project.
Authorized Representative:
Title:
Signature: _____________________________________________ Date: ________________________________________________
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BIDDING INSTRUCTIONS
Sealed bids will be received by the City of Hendersonville Finance Department for furnishing all
materials and supplying of all labor necessary to provide the Heating, Ventilation and Air
Conditioning (HVAC) Replacement at City Hall within the City of Hendersonville city limits.
Copies of the specifications and contract documents may be examined and obtained at the Public
Works Department, located at Hendersonville City Hall, 101 Maple Drive North, Hendersonville,
Tennessee 37075.
For further information, contact Todd Baun, Project Manager, tbaun@hvilletn.org or (615) 822-
1016
BIDDING REQUIREMENTS
1) Bid proposals will be received by the City of Hendersonville Finance Department,
located at Hendersonville City Hall, 101 Maple Drive North, Hendersonville,
Tennessee 37075, no later than 1:00 PM on October 16, 2026.
Bids must be submitted in the format shown below. Bids received after the stated deadline
and/or improperly submitted shall be returned to the bidder unopened. Telegraphic bids
will not be accepted.
2) The following information shall be clearly noted on the outside of the sealed bid
package:
1.) Project Name: Heating, Ventilation and Air
Conditioning (HVAC) Replacement at
City Hall
2.) Bidder's Name:
3.) Business Address:
4.) Business Telephone:
5.) Bidder's Email:
6.) Contractor's License No. and Classification:
7.) License Expiration Date:
In accordance with TCA 62-6-119, if applicable, the following subcontractor
information shall also be listed on the outside of the sealed bid envelope:
Electrical Subcontractor Name, License Number, Classification and Expiration Date (for
electrical work of $25,000 or more)
Plumbing Subcontractor Name, License Number, Classification and Expiration Date (for
plumbing work of $25,000 or more)
HVAC Subcontractor Name, License Number, Classification and Expiration Date (for
HVAC work of $25,000 or more)
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Masonry Subcontractor Name, License Number, Classification and Expiration Date (for
masonry work of $100,000 or more)
3) Bidder shall be properly licensed as a Tennessee Contractor in accordance with Tennessee
Code Annotated 62-6-119 and shall maintain such license in good standing throughout
the duration of the project.
4) Bidder shall be a business properly licensed by the State of Tennessee and shall maintain
all licenses required to perform the work included in this solicitation.
5) The contractor shall supply proof of insurance meeting the requirements of these Bid
Documents prior to commencing work.
6) All bidders shall submit information demonstrating their qualifications and company
capability to perform the work described in these Bid Documents. Bidders shall also
provide a list of relevant equipment available for use in completing the project.
Failure to provide the required qualifications and equipment information may be cause
for rejection of the bid.
7) Bidder agrees, if awarded the contract, to:
a. Commence work within ten (10) days of the issuance of a Notice to
Proceed.
b. Complete the project within sixty (60) days after issuance of the Notice
to Proceed, unless otherwise approved in writing by the City.
8) The Contractor shall complete all work within sixty (60) calendar days from the date
specified in the Notice to Proceed, unless otherwise approved in writing by the City.
Liquidated damages shall be Two Hundred Fifty Dollars ($250.00) per calendar day
for each and every calendar day of delay beyond the sixty (60) calendar-day
completion period.
9) The Public Works Director, or designated representative, shall serve as the City's
Representative.
All requests, correspondence, submittals, and other communications pertaining to this
contract shall be addressed in writing to:
Todd Baun, Project Manager
Public Works Department
101 Maple Drive North
Hendersonville TN 37075
10) The City reserves the following rights:
Waive any informalities;
Reject any or all bids;
Award the contract to the bidder that best meets the needs of the City of
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Hendersonville in accordance with the solicitation and applicable law; and
11) The cost of required insurance is not a separate bid item and as such must be included
within the bid at an appropriate rate applied to all items.
12) All addenda issued prior to bid opening shall become part of the contract documents. It is
the bidder's responsibility to confirm receipt of all addenda.
13) Bidder agrees that prices will be good for one hundred twenty (120) days to allow review
of the submittal and through the duration of a signed contract.
14) PERFORMANCE AND PAYMENT BONDS
For contracts exceeding One Hundred Thousand Dollars ($100,000), the successful bidder
shall furnish Performance and Payment Bonds in accordance with Tennessee Code
Annotated 12-4-201. Bonds shall be in an amount equal to one hundred percent (100%)
of the contract price unless otherwise specified by the City. Bonds shall be issued by a
surety company licensed to do business in the State of Tennessee and acceptable to the
City of Hendersonville.
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SCOPE OF WORK AND EQUIPMENT REQUIREMENTS
1. PROJECT LOCATION
The work under this contract shall be performed at:
Hendersonville City Hall
101 Maple Drive North
Hendersonville, TN 37075
The project consists of the replacement of designated HVAC equipment and associated
components serving City Hall.
The Bidder is responsible for becoming familiar with the general site conditions that may
affect the work. Bidders are encouraged to participate in the Site Visit described in Section 3
prior to submitting a bid.
2. GENERAL SCOPE
The Contractor shall provide all labor, supervision, materials, equipment, tools,
transportation, permits, disposal, testing, startup, and other services necessary to provide a
complete and operational HVAC replacement project.
The work shall include, but shall not be limited to:
1. Furnishing and installing the HVAC replacement equipment identified in the
Equipment Requirements.
2. Removing and properly disposing of the existing HVAC equipment designated for
replacement.
3. Disconnecting and reconnecting existing electrical, mechanical, controls, ductwork,
piping, condensate, refrigerant, and other services as necessary to complete the
replacement.
4. Integrating replacement equipment with existing building systems and controls
where required and compatible.
5. Providing all fittings, adapters, supports, accessories, transitions, connections, and
incidental components required for a complete and operational installation.
6. Providing seismic curb adapters as required for replacement equipment at no
additional cost to the City.
7. Providing the structural analysis and engineering evaluation required by this
solicitation prior to installation of replacement rooftop units.
8. Providing all required permits and inspections.
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9. Providing crane services necessary to remove existing rooftop equipment and install
replacement rooftop equipment, subject to the crane pricing and limitations
established in the Bid Proposal.
10. Protecting the building, roof, existing equipment, furnishings, finishes, occupants, and
other City property during the work.
11. Maintaining the work area in a clean and safe condition and removing construction
debris and discarded equipment from the site.
12. Coordinating work with the City to minimize disruption to City operations and
building occupants.
13. Testing, starting, adjusting, and commissioning replacement HVAC equipment.
14. Providing manufacturer-required startup documentation, warranties, and closeout
information.
15. Restoring affected areas to a condition equal to or better than their condition prior to
commencement of the work.
3. SITE VISIT
Bidders are encouraged to schedule an appointment with the City to review existing HVAC
unit locations, roof access, existing zone systems and controls, electrical and mechanical
connections, equipment dimensions, curb conditions, and other existing conditions relevant
to the work.
Bidders who are not familiar with the City Hall HVAC systems and zones are strongly
encouraged to schedule a site visit prior to submitting a bid.
The purpose of the site visit is to provide bidders with an opportunity to observe existing
conditions that may affect the work and the bidder's pricing.
Failure to participate in a site visit shall not relieve the successful Contractor of responsibility
for performing the work in accordance with the Contract Documents or for conditions that
could reasonably have been identified through review of the Contract Documents or available
site information.
4. EQUIPMENT REPLACEMENT
The Contractor shall furnish and install the HVAC equipment identified in Section 10,
Equipment Requirements.
Any discrepancy between existing conditions and the Contract Documents shall be brought
to the City's attention before equipment is ordered or work proceeds.
All equipment shall be installed in accordance with the manufacturer's written installation
requirements and the Contract Documents.
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5. EXISTING EQUIPMENT AND ZONE SYSTEMS
The Contractor shall remove and dispose of existing HVAC units and associated components
identified for replacement.
Removal shall include all disconnection, rigging, crane services, transportation, disposal, and
incidental work necessary to completely remove the existing equipment.
The Contractor shall coordinate removal and installation activities with the City.
The Contractor shall utilize existing zone systems and controls where required and
compatible with the replacement equipment.
The Contractor shall provide all necessary connections, programming, configuration, and
adjustments necessary for the replacement equipment to operate properly with applicable
existing zone systems and controls.
The Contractor shall not modify existing zone systems or controls beyond what is necessary
for proper operation of the replacement equipment without prior written authorization from
the City.
6. STRUCTURAL ANALYSIS AND ENGINEERING EVALUATION
Prior to installation of replacement rooftop units, the successful Contractor shall provide a
formal structural analysis and engineering evaluation of the existing roof structure and/or
equipment support system.
The evaluation shall verify that the existing structure and supports are capable of supporting
the proposed replacement equipment.
The Contractor shall provide the completed evaluation and supporting documentation to the
City prior to installation.
If the evaluation identifies required structural reinforcement or modifications, the Contractor
shall notify the City before proceeding.
No structural reinforcement or modification shall be performed without prior written
authorization from the City.
7. SEISMIC CURB ADAPTERS
The Contractor shall provide and install seismic curb adapters necessary for installation of the
replacement rooftop units.
Seismic curb adapters shall be included in the applicable equipment replacement bid prices
and shall not be billed as a separate additional cost.
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