Project Information

Bid Title

Installation of HVAC Equipment for the Public Safety Building

Issuing Agency

City of Henderson

Location

Kentucky

Published Date

Jan 7, 2026

Closing Date

Jan 28, 2026

Government Level

State & Local

Status

Closed

Ref. #

25-27

Original Source

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Bid Documents

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Project Description

Bid Number:	25-27
Bid Title:	Installation of HVAC Equipment for the Public Safety Building
Category:	Finance
Status:	Open

Description: Invitation to Bid Bid Reference No. 25-27 Competitive sealed bids will be received by the City of Henderson, Kentucky for the following: Installation of HVAC Equipment for Public Safety Building Bids will be accepted in the Office of the Assistant CFO, 222 First Street, Henderson, Kentucky, 42420, until 2:00 p.m., on Wednesday, January 28, 2026, prevailing local time, at which time the bids will be publicly opened and read. There will be a mandatory pre-bid meeting in the East Entrance Conference Room of the City of Henderson Public Safety Building, 1990 Barret Court, Henderson, Kentucky on Wednesday, January 14, 2026 at 1:30 p.m. The bids are being solicited pursuant to KRS 45A.365. Publication Date/Time: 1/7/2026 8:00 AM Publication Information: City of Henderson Website Closing Date/Time: 1/28/2026 2:00 PM Submittal Information: City of Henderson Finance Department Contact Person: Shay Bridges, Finance Manager Download Available: See Plan & Spec Available: City of Henderson 222 First Street Henderson, KY 42420 or PO Box 716 Henderson, KY 42419-0716 Business Hours: 8:00 AM - 5:00 PM Mon - Fri Related Documents: City of Henderson Bid 25-27 Website Henderson Public Safety Equipment SUBMITTAL Henderson Public Services Bldg HVAC VE

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Finance Department

The City of Henderson

P.O. Box 716

Henderson, Kentucky 42419-0716

Phone: 270-831-1200

FAX: 270-831-1246

E-mail: Finance@hendersonky.gov

December 30, 2025

INVITATION TO BID

Bid Reference No. 25-27

Competitive sealed bids will be received by the City of Henderson, Kentucky for the following:

Installation of HVAC Equipment for Public Safety Building

Bids will be accepted in the Office of the Assistant CFO, 222 First Street, Henderson, Kentucky,

42420, until 2:00 p.m., on Wednesday, January 28, 2026, prevailing local time, at which time the

bids will be publicly opened and read.

There will be a mandatory pre-bid meeting in the East Entrance Conference Room of the City of

Henderson Public Safety Building, 1990 Barret Court, Henderson, Kentucky on Wednesday,

January 14, 2026 at 1:30 p.m.

The bids are being solicited pursuant to KRS 45A.365.

City of Henderson, Kentucky

Invitation to Bid

Bid Reference No. 25-27

TABLE OF CONTENTS

I. Instructions to Bidders

II. General Conditions

III. Special Conditions

IV. Lowest Evaluated Bid Price Criteria

V. Technical Specifications

VI. Bid Pricing Sheet

VII. KRS 45A.395 Statement Required (Enclosure A)

Enclosed

X

X

X

X

X

X

X

06-01-14B

City of Henderson, Kentucky

Invitation to Bid

INSTRUCTIONS TO BIDDERS

1. Each bid must be signed by the bidder with his usual signature. Bids by a

Partnership must be signed with the partnership name by one of the members of the

partnership, or by an authorized representative, followed by the signature and title

of the person signing. Bids by Corporations must be signed with the name of the

corporation, followed by the signature and designation of the president, secretary,

or person authorized to legally bind the corporation.

2. Bids must be received prior to the specified time of closing as designated in the

invitation. Bids received late will be returned unopened to the bidder.

3. Envelopes must be sealed when submitted and must be properly noted with the bid

reference number. Separate bids must be submitted for each reference number.

4. Bids containing erasures or corrections thereon will be rejected unless said erasures

or corrections are noted over the initials or signature of the bidder.

5. Bids may be submitted on any one item or any group of items unless otherwise

stated herein. The unit price must be shown for each item or group of items as

requested.

6. References in the Technical Specifications describing the material, supplies, or

services required of a particular trade name, catalog or model number are made for

descriptive purposes to guide the bidder in interpreting the type of material or

supplies or nature of the work described. They should not be construed as excluding

offers on other types of materials and supplies or of performing the work in a

manner other than specified. However, the bidder’s attention is called to Paragraph

6 of the General Conditions which must be strictly adhered to.

7. Bids are to be mailed to or delivered to the Office of the Assistant CFO, Henderson

Municipal Center, 222 First Street or PO Box 716, Henderson, Kentucky 42419.

8. The City’s sales tax exemption status may not be used by the bidder to acquire

materials or supplies on a sales tax-exempt basis. Any sales taxes or other taxes

incurred by the bidder remain the responsibility of the bidder. It is assumed that all

such costs incurred by any bidder are included in his bid price.

INSTRUCTIONS TO BIDDERS

Page 2

9. Procurement Procedural Schedule

 January 7th – Drawings and specifications out to contractors.

 January 14th – Pre-bid Walkthrough

 January 15th – First Addendum

 January 23rd – Last day for questions.

 January 26th – Last Addendum (as necessary)

 January 28th – Bids due by 2:00 pm at the city building, 2nd floor conference

room. Bids to be read aloud by Hafer Associates and the Finance Manager

of the City of Henderson.

- End of Section -

06-01-14C

City of Henderson, Kentucky

Invitation to Bid

GENERAL CONDITIONS

1. The City of Henderson reserves the right to reject any and all bids, and unless otherwise

specified by the bidder, to accept any item or group of items in the bid. In case of error

in extending the total amount of the bid, the unit price will govern.

2. The City of Henderson’s payment terms are net 30.

3. In case of default by the bidder or contractor, the City of Henderson may procure the

articles or services from other sources and hold the bidder or contractor responsible for

any excess cost occasioned thereby.

4. Prices shall be stated in units of quantities specified.

5. Prices quoted, unless otherwise stated by bidder, will be considered as being based on

delivery to destination as designated and to include any charges for packing, crating,

containers, etc., and being in strict accordance with specifications as shown.

6. Whenever a reference is made in the specifications or in describing the materials,

supplies or services required, or a particular trade name, manufacturer’s catalog, or

model number, the bidder, if awarded a contract, will be required to furnish the

particular item referred to in strict accordance with the specifications or description

unless a departure or substitution is clearly noted and described in the proposal by the

bidder.

7. The bidder, if awarded an order or contract, agrees to protect, defend, and save harmless

the City against any demand for the use of any patented materials, process, article, or

device, that may enter into the manufacture, construction, or form a part of the work

covered by either order or contract and he further agrees to indemnify and save

harmless the City from suits or actions of every nature and description brought against

it, for or on account of any injuries or damages received or sustained by any party or

parties, by or from any of the acts of the contractor, his servants, or agents.

8. Samples, when requested, must be furnished free of expense prior to the opening of

bids and if not destroyed will, upon request, be returned at the bidder’s expense.

9. Terms and conditions, unless stated otherwise herein, are to be effective for one year

from the date of bid acceptance by the City Commission.

Commodity Codes

• NAICS 236220Commercial and Institutional Building Construction
• NAICS 238220Plumbing, Heating, and Air-Conditioning Contractors

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