Project Information

Bid Title

Hendersonville Fire Department Station 3 HVAC Upgrades

Issuing Agency

City of Hendersonville

Location

Tennessee

Published Date

Mar 9, 2026

Closing Date

Mar 23, 2026

Government Level

State & Local

Status

Closed

Ref. #

26-0007

Original Source

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Bid Documents

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Project Description

Bid Number:	26-0007
Bid Title:	Hendersonville Fire Department Station 3 HVAC Upgrades
Category:	Request for Qualifications/Proposal
Status:	Open

Description: The City of Hendersonville is issuing this CSP to address critical HVAC infrastructure needs at Fire Station #3. The current 4-ton and 3-ton units are undersized for the facility's requirements, resulting in poor climate control and ongoing maintenance concerns. Furthermore, the existing ductwork has reached the end of its service life, contributing to moisture issues that necessitate a complete extraction and replacement. This project is being initiated to improve operational reliability, occupant comfort, and energy efficiency through system upsizing, supplemental cooling, and modernized controls. CSP TIMELINE*: CSP posting: March 9, 2026 All questions must be received by: March 16, 2026 no later than 3:00 p.m. (CST) Addendum posted (if needed): March 17, 2026 Proposals due: March 23, 2026 no later than 4:00 p.m. (CST) CSP ranking period: March 25, 2026 - March 27, 2026 Proposal Selection: March 30, 2026 *Timeline is subject to change at the city’s discretion Please see full details and specifications in the attached file linked below. Publication Date/Time: 3/9/2026 11:00 AM Closing Date/Time: 3/23/2026 4:00 PM Contact Person: Todd Baun, Project Manager (615) 822-1016 tbaun@hvilletn.org Related Documents: CSP 26-0007 Hendersonville Fire Station 3 HVAC Upgrade (PDF)

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CITY OF HENDERSONVILLE, TENNESSEE

Competitive Sealed Proposal Form

PROJECT NAME:

HENDERSONVILLE FIRE DEPARTMENT STATION 3 HVAC UPGRADES

CSP # 26-0007

WHO WE ARE:

The City of Hendersonville is a medium sized city in Sumner County, 17 miles from downtown Nashville.

The city’s population is approximately 65,000 and growing daily. Hendersonville is bounded by Old Hickory

Lake to the south and has over 20 miles of lakefront property. The Board of Mayor and Alderman guide the

city priorities and city departments, including police, fire, public works, parks, administrative services,

finance, building and codes, city court and planning.

WHY ARE WE ISSUING THIS COMPETITIVE SEALED PROPOSAL (CSP):

The City of Hendersonville is issuing this CSP to address critical HVAC infrastructure needs at Fire Station

#3. The current 4-ton and 3-ton units are undersized for the facility's requirements, resulting in poor climate

control and ongoing maintenance concerns. Furthermore, the existing ductwork has reached the end of its

service life, contributing to moisture issues that necessitate a complete extraction and replacement. This

project is being initiated to improve operational reliability, occupant comfort, and energy efficiency through

system upsizing, supplemental cooling, and modernized controls.

WHAT THE CITY EXPECTS IN THE PROPOSAL:

The City expects a professional, comprehensive, and compliant proposal package. Specifically, proposals

must provide an itemized project breakdown that addresses the upsized 5-ton and 4-ton split gas-AC

systems, the 80% gas furnaces, new condensers, and case coils. The proposal must detail the methodology for

the complete removal and replacement of the duct systems, specifically accounting for the challenges of

working above the drop ceiling, which requires the provision of necessary scaffolding and ceiling disassembly

and reassembly. Furthermore, the City requires technical inclusion of the 24,000 BTU and 18,000 BTU

Mitsubishi WX supplemental systems, or approved equal, with clear documentation regarding electrical

wire pulls from the main panel, new line sets, condenser pads, and the application of line hide to cover

exterior wall penetrations. Proposals must include a total project cost for all fully executed work and an

acknowledgment that all materials and labor are guaranteed to be performed in a workmanlike manner

according to standard practice. Additionally, the following items are mandatory for all submissions:

 Compliance & Licensure: A valid TN Contractor License (CMC-A or CMC-C) displayed on the

exterior of the sealed proposal envelope per T.C.A. § 62-6-119. If the proposal is submitted

electronically, the contractor’s license number, classification, and expiration date must be clearly

displayed on the cover page of the proposal, consistent with the requirements outlined in the

Submitting Proposals section.

City of Hendersonville

Competitive Sealed Proposal Form

Revised 07/31/2023

Page 1 of 10

CITY OF HENDERSONVILLE, TENNESSEE

Competitive Sealed Proposal Form

A signed Iran Divestment Act Certification (Attachment C) must also be submitted with the

proposal in accordance with Tennessee Code Annotated, Title 12, Chapter 12.

 Technical Approach: A detailed narrative explaining the contractor’s methodology for working

above the drop ceiling, including scaffolding plans, and debris mitigation strategies.

 Timeline & Schedule: A written project schedule identifying the start date, duration of work, and a

firm completion date.

 Experience & Qualifications: A summary of experience with municipal facilities in Middle

Tennessee, including three (3) professional references. Any subcontractor used will also need to be

identified in this section.

 Cost Proposal Form: A fully completed and signed Cost Proposal Form for the project.

PROJECT SCOPE & DETAILS:

1. Equipment Replacement & Installation

 Upsizing Units: Remove existing 4-ton and 3-ton units; Furnish and install one (1) new 5-ton split

gas-AC system and one (1) new 4-ton split gas-AC system. Each system shall include an 80% AFUE

gas furnace, outdoor condenser, and high-efficiency evaporator coil.

 Supplemental Systems: Install one (1) 24,000 BTU and one (1) 18,000 BTU Mitsubishi WX-series

supplemental ductless units or approved equal.

 Electrical & Finishing: Contractor is responsible for all necessary electrical wire pulls from the main

panel, installation of condenser mounting pads, and the application of professional-grade "Line Hide"

covers for all exterior wall penetrations.

2. Ductwork Extraction & Replacement

 Total Removal: Complete removal and legal disposal of all existing ductwork, including supply

trunks, return plenums, branch lines, and diffusers.

 New Duct Installation: Fabrication and installation of new metal supply trunk lines (G90 galvanized

steel), flexible duct supply leads, and new return air systems.

 Custom Diffusers: Supply and install all new, high-performance custom supply diffusers sized to

match the upgraded system capacity.

3. Site Logistics & Restoration

 Drop Ceiling Access: The contractor shall perform all necessary disassembly and reassembly of the

existing drop-ceiling grid to access the attic/plenum space.

 Scaffolding: Provision, assembly, and disassembly of all required scaffolding to facilitate safe work

above the drop ceiling.

City of Hendersonville

Competitive Sealed Proposal Form

Revised 07/31/2023

Page 2 of 10

CITY OF HENDERSONVILLE, TENNESSEE

Competitive Sealed Proposal Form

 Debris Management: The contractor must remove all old HVAC equipment, failed ductwork, and

installation debris from the fire station site daily.

4. System Controls & Commissioning

 Programmable Controls: Installation of new, commercial-grade programmable thermostats for each

system, featuring secure lockout capabilities to prevent unauthorized adjustment.

 Air Balancing: Professional Test and Balance (TAB) services must be performed by a certified

technician. The contractor shall provide a formal TAB report verifying that the design CFM is achieved

in every room.

REQUIRED DELIVERABLES FOR THIS PROJECT:

Upon selection and project commencement, the contractor is required to furnish specific documentation and

physical evidence of project completion to ensure the City’s standards for quality, safety, and operational

readiness are met. These deliverables serve as the formal record of the project and are mandatory prerequisites

for the release of final payment. The City requires proof that all technical specifications have been achieved,

equipment is properly registered under the appropriate warranties, and the facility has been restored to a

professional, operational state.

 Technical Documentation (TAB Report): The contractor must submit a formal Test and Balance

(TAB) report prepared by a certified technician. This document is essential for confirming that the

newly installed systems are delivering the design airflow (CFM) to all designated zones and that the

static pressure is balanced across the duct network to prevent future moisture or comfort issues.

 Operational Documentation: The contractor shall provide all original manufacturer warranty

certificates and equipment registration documents for the primary 5-ton and 4-ton split gas-AC

systems, as well as the supplemental 24,000 BTU and 18,000 BTU Mitsubishi WX-series units or

approved equal.

 Closeout Documentation: To conclude the project, the contractor must submit a final, itemized

invoice that reflects all labor and materials. This must be accompanied by photographic or physical

verification that all old equipment, failed ductwork, and installation debris have been removed from

the site, as well as a signed final walkthrough and inspection report verified by a designated City

representative.

 Compliance Documentation: Finally, the contractor must provide signed and notarized lien waivers

from all subcontractors and material suppliers involved in the project. This ensures the City is

protected from any potential financial claims or encumbrances against the property following the

final disbursement of project funds.

City of Hendersonville

Competitive Sealed Proposal Form

Revised 07/31/2023

Page 3 of 10

CITY OF HENDERSONVILLE, TENNESSEE

Competitive Sealed Proposal Form

EXPECTATIONS – PROJECT TIMELINE:

Sign Contract

Notice to Proceed (NTP)

Closing and Certification

April 2, 2026

April 6, 2026

May 8, 2026

SELECTION CRITERIA:

The city will evaluate the proposals and choose the best proposal. The primary evaluation factors to be

considered are ability to meet or exceed the requirements of the request and the total cost.

Determination of meeting or exceeding the requirements of the proposal will, among other factors, be

based on experience, qualifications, familiarity with requested services, past performance, quality of

proposal, and proposed timeline.

Evaluation Criteria

Percentage

Timeline & Schedule- Realistic project completion dates, labor force availability, and

minimization of station operational downtime.

30%

Price & Value- Total project cost, clarity of itemized pricing, and long-term energy

efficiency gains

30%

Technical Approach- Methodology for drop-ceiling access, scaffolding, ductwork

extraction, and precision air balancing/commissioning.

20%

Experience & Qualifications- Past performance on similar municipal or emergency facility

projects, and adherence to safety/compliance standards.

TOTAL

20%

100%

TITLE VI COMPLIANCE

It is the policy of the City of Hendersonville to ensure compliance with Title VI of the Civil Rights Act of

1964; 49 CFR, Part 21; related statutes and regulations to the end that no person shall be excluded from

participation in or denied benefits, or be subjected to discrimination under any program or activity

receiving federal financial assistance from the U.S. Department of Transportation, or otherwise, on the

grounds of race, color, sex, or national origin.

Upon receipt, all submittal information shall become property of the City of Hendersonville and public

record, without compensation to the responding firms, for disposition or usage by the City of

Hendersonville at its discretion.

City of Hendersonville

Competitive Sealed Proposal Form

Revised 07/31/2023

Page 4 of 10

CITY OF HENDERSONVILLE, TENNESSEE

Competitive Sealed Proposal Form

CSP TIMELINE*:

CSP posting

March 9, 2026

All questions must be received by

March 16, 2026 no later than 3:00 p.m.

Addendum posted (if needed)

March 17, 2026

Proposals due

March 23, 2026 no later than 4:00 p.m.

CSP ranking period

March 25, 2026 – March 27, 2026

Proposal Selection

March 30, 2026

*Timeline is subject to change at the city’s discretion

INSURANCE REQUIREMENTS:

The city will immediately evaluate and select a potential candidate, based on the best proposal. All bidders

submitting proposals must be willing and capable to immediately enter into a contract with the city and

perform services identified in proposal. The following insurance limits establish the minimum

requirements:

Worker’s Compensation: $1,000,000

Employer’s Liability:

Each accident:

Disease, policy limit

Disease, each employee:

$1,000,000

$1,000,000

$1,000,000

General Liability:

Each occurrence:

Aggregate:

$1,000,000

$2,000,000

Automobile Liability:

$1,000,000

Professional Liability: (For professional services only, e.g., engineering, and financial services)

Each claim:

$1,000,000

Aggregate:

$2,000,000

City of Hendersonville

Competitive Sealed Proposal Form

Revised 07/31/2023

Page 5 of 10

Commodity Codes

• NAICS 238220Plumbing, Heating, and Air-Conditioning Contractors

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