Project Information

Bid Title

City Hall Basement HVAC Replacement Project

Issuing Agency

Spring Hill city

Location

Tennessee

Published Date

May 15, 2026

Closing Date

Jun 9, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	City Hall Basement HVAC Replacement Project
Category:	Construction Projects
Status:	Open

Publication Date/Time: 5/15/2026 2:00 PM Closing Date/Time: 6/9/2026 2:00 PM Pre-bid Meeting: 5/28/2026 @ 2PM at City Hall Contact Person: Kyle Therriault, Purchasing Agent (ktherriault@springhilltn.org) Related Documents: HVAC Removal and Installation Basement City Hall 2026

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CITY OF SPRING HILL, TENNESSEE

CONTRACT DOCUMENTS

&

SPECIFICATIONS

FOR

CITY HALL BASEMENT HVAC REPLACEMENT PROJECT

May 15, 2026

REQUEST FOR PROPOSALS

City Hall Basement HVAC Replacement Project

City of Spring Hill, Tennessee

Sealed Proposals will be received by the City of Spring Hill, Tennessee, for City Hall

Basement HVAC Replacement at City Hall, 199 Town Center Parkway (for hand delivery or

courier service), P.O. Box 789 (for regular mail service) Spring Hill, Tennessee 37174, on or

before June 9, 2026, at 2:00pm. The envelope containing the proposal must be sealed and

plainly marked "Proposal for City Hall Basement HVAC Replacement Project".

Proposals must be submitted on the Proposal Forms and in accordance with the Instructions

to Proposers furnished by the City of Spring Hill.

The defined terms appearing in the General Specifications apply to all Contract Documents.

The City reserves the right to reject any or all Proposals regarding the services, to waive

irregularities and/or informalities in any Proposal, and to make an award in any manner,

consistent with law, deemed in the best interest of the City.

REQUEST FOR PROPOSALS

INSTRUCTIONS TO PROPOSERS

CITY HALL BASEMENT HVAC REPLACEMENT PROJECT

1. RECEIPT AND OPENING OF PROPOSALS

The City of Spring Hill invites and will receive Proposals on the forms attached hereto, all

information on which must be appropriately completed. Proposals will be received at City

Hall until 2:00 p.m. on June 9, 2026, and publicly opened and read aloud on the aforesaid date.

The envelopes containing the Proposals must be sealed and addressed to Kyle Therriault,

Purchasing Agent, 199 Town Center Parkway (for hand delivery or courier service), P.O. Box

789 (for regular mail service), Spring Hill, TN 37174 and plainly marked “Proposal for City

Hall Basement HVAC Replacement Project".

2. SITE VISIT

A non-mandatory site visit will be held at City Hall, 199 Town Center Parkway, Spring Hill,

Tennessee 37174, on May 28, 2026, at 2:00 p.m. The purpose of the site visit is to allow

prospective Proposers to review existing site conditions, inspect the existing HVAC

equipment, and better understand the scope of work.

Attendance at the site visit is encouraged but not required. Failure to attend shall not relieve

any Proposer from the responsibility of becoming fully familiar with the site conditions,

existing equipment, scope of work, and all requirements of the Proposal Documents.

Any questions or requests for clarification arising from the site visit must be submitted in

writing in accordance with the Addenda and Explanations section of this Request for

Proposals. Any verbal statements made during the site visit shall not be binding on the City

unless issued in a written Addendum.

3. PREPARATION OF THE PROPOSAL

All Proposals shall be submitted on the Proposal Form attached hereto, shall state the total

Proposal amount, and must be signed by the Proposer.

If a unit price or lump sum amount entered on the Proposal Form is altered, the original amount

shall be crossed out in ink, the corrected amount shall be entered above or below it, and the

correction shall be initialed by the Proposer in ink.

Each Proposal must be submitted in a sealed envelope bearing the Proposer’s name and

address and plainly marked “Proposal for City Hall Basement HVAC Replacement Project.”

If submitted by mail, the sealed envelope containing the Proposal must be enclosed in a

separate mailing envelope addressed as specified in this Request for Proposals. The City may

consider any Proposal not prepared and submitted in accordance with these requirements to

be irregular and may waive any informalities or reject any and all Proposals.

Any Proposal may be withdrawn prior to the above-scheduled time for the opening of

Proposals or authorized postponement thereof.

Any Proposal received after the time and date specified above shall not be considered.

4. AWARD OF CONTRACT

The Contract shall be deemed awarded when the City issues formal written notice of award to

the selected Proposer.

The Proposer to whom the Proposal is awarded will be required to execute three (3) copies of

the Contract in the form attached. If the selected Proposer refuses or fails to execute the

Contract within ten (10) days after receipt of the formal notice of award, the Proposer may be

deemed to have abandoned all rights and interests in the award. The City may then award the

Contract to the next best qualified Proposer or readvertise the work, as the City may elect.

5. CONDITIONS

Each Proposer shall fully acquaint itself with all conditions relating to the scope of work and

any restrictions affecting performance of the work. Proposers shall thoroughly examine and

become familiar with the Specifications, Scope of Work, and all other Proposal documents.

Failure by any Proposer to receive or examine any form, instrument, addendum, or other

document shall not relieve the Proposer of any obligation with respect to its Proposal or the

resulting Contract. The City shall make all such documents available to prospective Proposers.

6. ADDENDA AND EXPLANATIONS

Explanations or clarifications desired by a prospective Proposer shall be requested from the

City in writing. All requests shall be submitted by email to Kyle Therriault, Purchasing Agent,

at ktherriault@springhilltn.org. If a clarification or explanation is necessary, the City’s

response will be issued in the form of a written Addendum, which will be posted on the City’s

website. Any verbal statements made by any person prior to award shall be considered

unauthorized and shall not be binding on the City.

Addenda issued prior to the deadline for receipt of Proposals shall become part of the Proposal

Documents.

No inquiry received within seven (7) days of the date fixed for submission and opening of

Proposals will be given consideration.

Any interpretations, clarifications, or supplemental instructions, if issued, shall be in the form

of written Addenda and shall be emailed to all prospective Proposers no later than five (5)

days prior to the date fixed for opening of Proposals.

7. NAME, ADDRESS, AND LEGAL STATUS OF THE PROPOSER

The Proposal must be properly signed in ink, and the Proposer’s address must be provided.

The legal status of the Proposer, whether corporation, partnership, individual, joint venture, or

other legal entity, shall also be stated in the Proposal.

A corporation shall execute the Proposal by its duly authorized officer or officers in

accordance with its corporate bylaws and shall identify the state in which it is incorporated. A

partnership shall provide the full names of all partners. Partnership and individual Proposers

shall state in the Proposal the names of all persons having an interest therein.

The residence address of each individual Proposer, or the office address of a firm, company,

or other entity, including county, state, and telephone number, must be provided with the

signature.

If the Proposer is a joint venture consisting of a combination of any of the above entities, each

joint venturer shall execute the Proposal.

Any person signing a Proposal as an agent or representative of another person or entity must

submit with the Proposal legal evidence of authority to do so.

8. COMPETENCY OF PROPOSER

The opening and reading of a Proposal shall not be construed as acceptance of the Proposer as

qualified or responsible. The City reserves the right to determine the competence,

qualifications, and responsibility of any Proposer based on the City’s knowledge of the

Proposer’s qualifications, information submitted with the Proposal, or other available sources.

The City may require supporting documentation with the Proposal to determine whether the

Proposer is qualified and responsible. Each Proposer shall provide the following information,

as applicable:

• Evidence that the Proposer is in good standing under the laws of the State of Tennessee;

• For corporations or entities organized under the laws of another state, evidence that the

Proposer is authorized to do business in the State of Tennessee and is in good standing

under Tennessee law;

• A copy of any required city and county business license;

• A copy of a valid contractor’s license, if applicable; and

• A certificate of insurance naming the City as certificate holder, which shall be required

from the selected Proposer prior to execution of the Contract.

The City may require additional supporting documentation regarding the qualifications of the

Proposer to determine whether the Proposer is qualified and responsible. Such information

may include, but is not limited to, the following:

(a) Evidence that the Proposer can commence performance as required by the Proposal

Documents;

(b) Any required bond, which shall be provided by the selected Proposer after award and prior

to execution of the Contract, if applicable; and

(c) Any additional information necessary to satisfy the City that the Proposer is adequately

prepared and capable of fulfilling the Contract.

A Proposer may satisfy any or all experience and qualification requirements by submitting the

experience and qualifications of its parent organization, subsidiaries, or affiliates, provided the

City determines such experience and qualifications are relevant and acceptable. All required

forms shall be completed and included as part of each Proposer’s Proposal.

9. DISQUALIFICATION OF PROPOSER

Although not intended to be an exhaustive list of causes for disqualification, any one or more

of the following causes, among others, may be considered sufficient for the disqualification of

a Proposer and the rejection of its Proposal:

(a) Evidence of collusion among Proposers.

(b) Lack of competency as revealed by either financial statements, experience or equipment

statements as submitted or other factors.

(c) Default on a previous municipal contract or failure to perform satisfactorily.

10. METHOD OF AWARD

The City reserves the right to accept any Proposal or to reject any or all Proposals, and to

waive defects or irregularities in any Proposal. In particular, any alteration, erasure, or

interlineation of the Contract Documents or Proposal shall render the accompanying Proposal

irregular and subject to, but not requiring, rejection by the City.

11. TITLE VI POLICY

The City of Spring Hill will not discriminate in the purchase of all goods and services on the

basis of race, color, religion, sex, national origin, age, disability or any other lawfully protected

classification.

Verbal Proposals or Proposals received after the submission deadline will not be accepted.

The City of Spring Hill reserves the right to reject any and all Proposals, to waive technicalities

or informalities and to accept any Proposal deemed in the best interest of the City of Spring

Hill.

Please note that any and all documents submitted to the City of Spring Hill that are associated

with this project are subject to the Tennessee Public Records Act. Access to the record is

governed by the Tennessee Public Records Act and the policies of the City of Spring Hill and

the Office of Open Records Counsel.

Compliance with Public Chapter 775-TCA, Title 12, Chapter 4, Part 1

In accordance with Tennessee Code Annotated, Title 12, Chapter 4, Part 1, the Contractor

cannot be currently engaged in, and will not for the duration of the contract, engage in a

boycott of Israel.

Commodity Codes

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

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