City Hall Basement HVAC Replacement Project

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 17, 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 17, 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 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 required. Proposals submitted by any Proposer that did not attend
the mandatory pre-site meeting / site visit shall be deemed non-responsive and may be rejected
by the City.
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.
The City will allow additional site visits during the week of June 1, 2026.
Site visits shall be scheduled in advance with the City. Proposers requesting an additional site
visit shall contact Dakota Mercer, at dmercer@springhilltn.org to coordinate a date and time.
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.

CITY HALL BASEMENT HVAC REPLACEMENT PROJECT
SCOPE OF WORK
The City is requesting proposals from qualified HVAC contractors to evaluate the existing
HVAC conditions in the basement level of City Hall and provide a complete solution for
adequate heating, cooling, ventilation, and overall air distribution throughout the space.
The intent of this project is to allow the contractor to inspect the existing conditions, evaluate
the current HVAC equipment, and provide a recommended design and price based on their
professional assessment. The contractor shall be responsible for providing a complete and
functional HVAC system that serves the entire basement level.
General Requirements
The contractor shall visit the site, review the existing conditions, inspect the current HVAC
equipment, and determine the most effective method to provide sufficient heating and cooling
to the basement level. The contractor shall include all labor, materials, equipment, permits,
controls, ductwork modifications, electrical coordination, refrigerant piping, condensate
drains, start-up, testing, and any other items necessary to provide a complete and operational
system.
The contractor shall attempt to reuse existing HVAC units that are newer and in serviceable
condition, where practical. Any existing units proposed to remain shall be inspected, tested,
and confirmed suitable for continued use. The contractor shall identify any limitations,
deficiencies, or recommended improvements related to the reused equipment.
The older HVAC unit serving the basement area shall be removed and replaced with a new
unit properly sized for the area it is intended to serve. The replacement unit shall be selected
based on the contractor's evaluation, required load calculations, and the overall heating and
cooling needs of the basement.
The contractor shall also provide and install a dedicated mini-split system for the IDF room.
The mini-split shall be sized appropriately for the heat load of the room and shall be suitable
for maintaining proper temperatures for telecommunications and network equipment.
Design and Load Calculations
The contractor shall perform all required heat load and cooling load calculations needed to
properly size the HVAC equipment and confirm adequate system performance. Calculations
shall take into account the size and use of the basement level, occupancy, walls, doors,
windows, insulation, equipment loads, ventilation needs, and any other applicable factors.
The contractor's proposal shall describe the recommended HVAC approach, including which
existing units will be reused, which equipment will be replaced, and how airflow will be
provided throughout the basement level.
The City will provide two sets of basement plans for reference only as attachment on the bid
website. Proposers remain responsible for verifying all existing field conditions,
measurements, equipment locations, and other conditions necessary to provide a complete
proposal.
Thermostats and Controls
The contractor shall provide and install thermostats for all HVAC units included in the project.
Thermostats shall be installed in suitable locations and configured for proper operation of each
unit or zone. The contractor shall coordinate thermostat locations with the City before
installation.

Airflow and System Performance
The final installation shall provide sufficient airflow, heating, and cooling to the entire
basement level of City Hall. The contractor shall inspect and modify existing ductwork,
diffusers, returns, dampers, and related components as needed to achieve proper air
distribution.
Upon completion, the contractor shall test and verify system operation, including heating,
cooling, thermostat control, airflow, and condensate drainage. The contractor shall make any
necessary adjustments to ensure the system operates as intended.
Removal and Disposal
The contractor shall remove and properly dispose of the older HVAC unit and any unused
HVAC components, materials, refrigerant, piping, ductwork, or debris associated with the
work. Disposal shall comply with all applicable laws, codes, and environmental requirements.
Warranty
The contractor shall provide a warranty for all new equipment, materials, and workmanship.
The proposal shall clearly state the warranty period for labor, equipment, compressors, parts,
and any manufacturer warranties provided. Upon completion, the contractor shall test and
verify system operation, including heating, cooling, thermostat control, airflow, and
condensate drainage. The contractor shall make any necessary adjustments to ensure the
system operates as intended.
Completion Time
The selected contractor shall complete all work within thirty (30) calendar days from the date
of award, unless otherwise approved in writing by the City.
Proposal Requirements
The contractor's proposal shall include, at minimum:
* A description of the recommended HVAC solution.
* Identification of existing units to be reused.
* Identification of the older unit to be removed and replaced.
* Proposed equipment specifications.
* Proposed mini-split system for the IDF room.
* Required heat load and cooling load calculations.
* Thermostat and control approach.
* Any ductwork or airflow modifications needed.
* Total project price.
* Estimated project schedule.
* Warranty information.
The contractor shall provide a complete proposal based on their inspection, recommendations,
and professional judgment. The City's intent is to receive a complete turnkey HVAC solution
capable of properly heating and cooling the entire basement level of City Hall.

COST PROPOSAL (Pricing/Proposal Sheet)
CITY HALL BASEMENT HVAC REPLACEMENT PROJECT
Base Proposal - The Proposer agrees to perform the Work for this Project for
the lump
$__________________________(Price in numbers)
_______________________________________________ (price in words)
Date of site visit: ____________________________________________
Respectfully submitted,
Proposer: ____________________________________________
By: ____________________________________________
(Authorized Signature for Proposer)
Name: ____________________________________________
Email: _____________________________________________
Phone: _____________________________________________
Title: ____________________________________________
Date: ____________________________________________

AFFIDAVIT
STATE OF TENNESSEE DRUG-FREE WORKPLACE AFFIDAVIT
COUNTY OF_________________________
NOW COMES AFFIANT, who being duly sworn, deposes and says:
1. He/She is the principal officer for ;
2. That the Proposing entity has submitted a Proposal to the City of Spring Hill for the
City Hall Basement HVAC Replacement Project;
3. That the Proposing entity employs no less than five (5) employees.
4. That Affiant certifies that the Proposing entity has in effect, at the time of submission
of its Proposal to perform the construction referred to above, a drug-free workplace
program that complies with 50-9-113, Tennessee Code Annotated.
5. That this affidavit is made on personal knowledge.
Further Affiant saith not.
AFFIANT
SUBSCRIBED AND SWORN TO before me this day of ,
20 .
NOTARY PUBLIC
My Commission expires:

50-9-113. State and local government construction contracts.
(a) Each employer with no less than five (5) employees receiving pay who
contracts with the state or any local government to provide construction services
or who is awarded a contract to provide construction services or who provides
construction services to the state or local government shall submit an affidavit
stating that such employer has a drug-free workplace program that complies
with this chapter, in effect at the time of such submission of a Proposal at least
to the extent required of governmental entities. Any private employer that certifies
compliance with the drug-free workplace program, only to the extent required
by this section, shall not receive any reduction in workers' compensation
premiums and shall not be entitled to any other benefit provided by compliance
with the drug-free workplace program set forth in this chapter. Nothing in this
section shall be construed to reduce or diminish the rights or privileges of any
private employer who has a drug-free workplace program that fully complies with
this chapter. For purposes of compliance with this section, any private employer
shall obtain a certificate of compliance with the applicable portions of the Drug-
free Workplace Act from the department of labor and workforce development. No
local government or state governmental entity shall enter into any contract or
award a contract for construction services with an employer who does not
comply with the provisions of this section.
b) For the purposes of this section, "employer" does not include any utility or unit
of local government. "Employer" includes any private company and/or
corporation.
(c) If it is determined that an employer subject to the provisions of this section has
entered into a contract with a local government or state agency and such
employer does not have a drug-free workplace pursuant to this section, such
employer shall be prohibited from entering into another contract with any
local government or state agency until such employer can prove compliance
with the drug-free workplace program pursuant to this section. If the same
employer again contracts with any local government or state agency and does
not have a drug- free workplace program pursuant to this section, then such
employer shall be prohibited from entering into another contract with any local
government or state agency for not less than three
(3) months from the date such violation was discovered and verified and shall
be prohibited from entering into another contract until such employer complies
with the drug-free workplace program pursuant to this section. If the same
employer for a third time contracts with any local government or state agency
and does not have a drug-free workplace program pursuant to this section, then
such employer shall be prohibited from entering into another contract with any
local government or state agency for not less than one (1) year from the date
such violation was discovered and verified and shall be prohibited from entering
into another contract until such employer complies with the drug-free workplace
program pursuant to this section.
(d) A written affidavit by the principal officer of a covered employer provided to a
local government at the time such Proposal or contract is submitted stating that
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