Temporary Staffing

The City of Henderson
P.O. Box 716
Henderson,Kentucky42419-0716
Finance Department
Phone: (270) 831-1200
Fax: (270) 831-1246
E-mail: Finance@hendersonky.gov
August 26, 2026
INVITATION TO BID
Bid Reference No. 26 - 27
Competitive sealed bids will be received by the City of Henderson, Kentucky for the
following:
Temporary Staffing
Bids will be accepted in the office of the Finance Manager located on the first floor of the
Henderson Municipal Building at 222 First Street, Henderson, Kentucky 42420. Bids
may also be mailed to PO Box 716, Henderson, Kentucky 42419. Bids will be accepted
until 2:00 on Monday, October 26, 2026, prevailing local time, at which time the bids
will be publicly opened and read.
The bids are being solicited pursuant to KRS 45A.365.

City of Henderson, Kentucky
Invitation to Bid
Bid Reference No. 26 - 27
TABLE OF CONTENTS
Enclosed
I. Instructions to Bidders
X
II. General Conditions
X
III. Special Conditions
X
IV. Lowest Evaluated Bid Price Criteria
X
V. Technical Specifications
X
VI. Bid Pricing Sheet
X
VII. KRS 45A.395 State Required (Enclosure A)
X
Only sections marked as "Enclosed" are applicable to bid award.

City of Henderson, Kentucky
Invitation to Bid
INSTRUCTIONS TO BIDDERS
1.1 General
The City of Henderson, Kentucky ("City") invites competitive sealed bids for the goods
or services described in this Invitation to Bid. All bids must be prepared and submitted in
accordance with the instructions to bidders and all other applicable sections of the bid
package.
Failure to comply with these instructions may result in the bid being deemed non-
responsive.
1.2 Bid Submission
Bids must be received by the City at the location, date, and time specified in the
Invitation to Bid. Bids received after the stated deadline will not be accepted and will be
returned unopened.
Bids shall be submitted in a sealed envelope clearly marked with the bid reference
number and bid title. Separate bids are required for each bid reference number.
1.2 Execution of Bid
Each bid must be signed by an individual authorized to legally bind the bidder.
Bids submitted by an individual shall be signed by the individual.
Bids submitted by a partnership shall be signed by a partner or authorized
representative.
Bids must be submitted by a corporation or other legal entity shall be
signed by an authorized officer or representative.
Unsigned bids may be rejected as non-responsive.

INSTRUCTION TO BIDDERS
Page 2
1.3 Bid Forms and Required Documents
Bidders shall submit all forms, pricing sheets, affidavits, and certifications identified in
the bid package.
Failure to submit any required enclosed document may result in rejection of the bid.
1.4 Bid Pricing
Prices shall be submitted on the Bid Pricing Sheet provided. Prices shall be stated in the
units requested and shall include all costs necessary to fulfill the requirements of the bid
unless otherwise stated.
In the event of a discrepancy between unit prices and extended totals, the unit prices shall
govern.
1.5 Corrections, Alterations, and Irregularities
Bids containing alterations, erasures, or corrections shall be clearly noted and initialed by
the bidder. The City reserves the right to waive informalities or minor irregularities that
do not affect the responsiveness of the bid.
1.6 Withdrawal or Modification of Bids
A bidder may withdraw or modify a bid prior to the bid opening by submitting a written
request to the City. No bid may be withdrawn or modified after the bid opening except as
permitted by law.
1.7 Bid Validity
All bids shall remain valid for a period of sixty (60) days following the bid opening
unless a longer period is stated in the bid documents.

INSTRUCTION TO BIDDERS
Page 3
1.8 Interpretation of Documents
Bidders are responsible for reviewing all bid documents and determining that they
understand the requirements. Questions regarding the bid must be submitted in
accordance with the procedures and deadlines stated in the Invitation to Bid.
No oral interpretations or clarifications shall be binding on the City.
1.9 Acceptance or Rejection of Bids
The City reserves the right to reject any or all bids, to waive informalities, and to award
the bid in the manner determined to be in the best interest of the City, consistent with
applicable law.
- End of Section -

City of Henderson, Kentucky
Invitation to Bid
GENERAL CONDITIONS
2.1 Authority and Reservation of Rights
The City of Henderson, Kentucky reserves the right to reject any or all bids, to waive
informalities or minor irregularities, and to award the bid in the manner determined to be
in the best interest of the City and in accordance with applicable law.
The City may award the bid by item, by group, or in its entirety, unless otherwise stated
in the bid documents.
2.2 Governing Law and Compliance
This procurement is governed by KRS Chapter 45A and all applicable federal, state, and
local laws, regulations, and ordinances.
2.3 Employer of Record
The successful bidder shall be the employer of record for all personnel furnished under
this contract.
The bidder shall be solely responsible for:
Recruitment and hiring
Wages and salary payments
Payroll taxes and withholdings
Worker's compensation coverage
Unemployment insurance
Employee benefits, if any
2.4 Independent Contractor Relationship
The bidder shall perform all services as an independent contractor. Nothing in the bid
documents or resulting contract shall be construed to create an employer-employee, joint
employer, or agency relationship between the City and the bidder of the bidder's
personnel.

GENERAL CONDITIONS
Page 2
2.5 Supervision and Direction
The bidder shall retain responsibility for the general supervision and management of all
temporary personnel furnished.
2.6 Pricing and Taxes
All prices submitted shall be firm and shall include all costs necessary to provide
temporary staffing services in accordance with the bid documents, including wages,
payroll taxes, insurance, overhead, and profit.
The City's sales tax exemption shall not be used by the bidder. Any applicable taxes
incurred by the bidder remain the responsibility of the bidder.
2.7 Payment Terms
The City's standard payment terms are Net Thirty (30) Days following receipt of a
properly submitted invoice for services satisfactorily performed.
Payment shall not constitute acceptance of unsatisfactory performance.
2.8 Personnel Replacement
The City reserves the right to request removal or replacement of any temporary personnel
whose performance or conduct is deemed unsatisfactory.
The bidder shall provide a suitable replacement within a reasonable timeframe at no
additional cost to the City.
.

GENERAL CONDITIONS
Page 3
2.9 Default and Remedies
If the successful bidder fails to perform the services in accordance with the bid
documents, the City may:
Require corrective action
Withhold payment for unsatisfactory performance
Terminate the contract in whole or in part
Procure the services from another source and hold the bidder responsible
for any excess costs
2.10 Compliance with City Policies
Temporary personnel furnished under this contract shall comply with applicable City
workplace policies while on City premises or performing City work, as directed by the
City.
2.11 Contract Term
The contract term, including any renewal or extension options, shall be as stated in the
Special Conditions. No extensions or renewals shall be implied.
2.12 Validity of Bids
All bids remain valid for a period of sixty (60) days following the bid opening unless a
longer period is stated in the bid documents.
2.13 Awarding
Prior to a contract being awarded to the lowest responsible and responsive bidder whose
bid meets specifications.
Bids will be evaluated and awarded on the following basis (as marked):
Lowest Bid Price; or
Lowest Evaluated Bid Price. The objective measurable criteria for this evaluation are
enclosed.

GENERAL CONDITIONS
Page 4
"Responsible bidder" means a person who has the capability in all respects to perform
fully the contract requirements, and the integrity and reliability which will assure good
faith performance.
2.14 Conflict of Interest
Conflict of interest -- Gratuities and kickbacks -- Use of confidential information.
(KRS 45A.455)
(1) It shall be a breach of ethical standards for any employee with procurement authority to participate
directly in any proceeding or application; request for ruling or other determination; claim or
controversy; or other particular matter pertaining to any contract, or subcontract, and any
solicitation or proposal therefore, in which to his knowledge:
(a) He, or any member of his immediate family has a financial interest therein; or
(b) A business or organization in which he or any member of his immediate family
has a financial interest as an officer, director, trustee, partner, or employee, is a
party; or
(c) Any other person, business, or organization with whom he or any member of his
immediate family is negotiating or has an arrangement concerning prospective
employment is a party. Direct or indirect participation shall include but not be limited
to involvement through decision, approval, disapproval, recommendation,
preparation of any part of a purchase request, influencing the content of any
specification or purchase standard, rendering of advice, investigation, auditing, or in
any other advisory capacity.
(2) It shall be a breach of ethical standards for any person to offer, give, or agree to give any
employee or former employee, or for any employee or former employee to solicit, demand,
accept, or agree to accept from another person, a gratuity or an offer of employment,
in connection with any decision, approval, disapproval, recommendation, preparation of any
part of a purchase request, influencing the content of any specification or purchase standard,
rendering of advice, investigation, auditing, or in any other advisory capacity in any proceeding
or application, request for ruling or other determination, claim or controversy, or other
particular matter, pertaining to any contract or subcontract and any solicitation or proposal
therefore.
(3) It is a breach of ethical standards for any payment, gratuity, or offer of employment to be made
by or on behalf of a subcontractor under a contract to the prime contractor or higher tier
subcontractor or any person associated therewith, as an inducement for the award of a
subcontract or order. The prohibition against conflicts of interest and gratuities and kickbacks
shall be conspicuously set forth in every local public agency written contract and solicitation
therefore.
(4) It shall be a breach of ethical standards for any public employee or former employee knowingly
to use confidential information for his actual or anticipated personal gain, or the actual
or anticipated personal gain of any other person.
Effective: April 9, 1980
History: Amended 1980 Ky. Acts ch. 250, sec. 16, effective April 9, 1980. --
Created 1978 Ky. Acts ch. 110, sec. 92, effective January 1, 1980.
- End of Section -
06-01-14

City of Henderson, Kentucky
Invitation to Bid
SPECIAL CONDITIONS
3.1 Purpose and Scope
These Special Conditions apply specifically to the temporary staffing services being
procured under this Invitation to Bid and shall supplement the Instructions to Bidders and
General Conditions.
In the event of a conflict, Special Conditions shall govern.
3.2 Scope of Services
The successful bidder shall provide temporary personnel to support City departments as
requested by the City, in accordance with the classifications and requirements identified
in the Technical Specifications.
Staffing assignments may be short-term, long-term, or intermittent, based on operational
needs.
3.3 Term
The initial term of the agreement shall be for one (1) year from the date of award or
execution of the contract, as determined by the City.
The City and the awarded bidder, together, may renew the agreement for up to three (3)
additional one (1) year term, under the same terms and conditions.
Any renewal shall be executed by written agreement of the parties.
3.4 Staffing Requests and Assignments
Temporary staffing requests shall be initiated by the City and may include job
classification, work location, schedule, and anticipated duration.
The City does not guarantee a minimum number of assignments or hours.