Commercial Grade HVAC Installation and Repair

Or Equal does not mean the manufacturing process, but rather that the item will perform in the manner needed by
the County. It shall be the responsibility of the bidders, including bidders whose product is referenced, to furnish
with their bid such specifications, catalog pages, brochures or other data as will provide an adequate basis for
determining the quality and functional capabilities of the product offered. Failure to provide this data may be
considered valid justification for rejection of their bid.
1.8 BUSINESS OUTREACH PROGRAM: The purpose of this program is to increase the opportunity for companies
doing business with Knox County by encouraging participation through site visits, providing education and support
regarding policies and procedures, and actively recruiting all interested suppliers
1.9 CONFLICT OF INTEREST: Vendors must have read and complied with the "non-conflict of interest" statement
provided in the vendor registration process prior to the opening of this solicitation.
1.10 DECLARATIVE STATEMENTS: Any statement or words (e.g.: must, shall, will) are declarative statements and
the vendor must comply with the condition. Failure to comply with any such condition may result in the bid being
non-responsive and disqualified.
1.11 DRUG-FREE WORKPLACE: If Contractor has five (5) or more employees receiving pay: Contractor shall have
a drug-free workplace program that complies with Title 50, Chapter 9 of the Code of Tennessee, shall obtain a
certificate of compliance with the applicable portions of the Drug-Free Workplace Act from the Department of Labor
and Workforce, and shall Provide the Affidavit required by Public Acts, 2000, Chapter 918. Contractor shall ensure
that it is in compliance with Public Acts, 2000, Chapter No. 918.
1.12 DUPLICATE COPIES: Knox County requires that bids be submitted as one (1) marked original and one (1) exact
copy.
1.13 ELECTRONIC TRANSMISSION OF BIDS: Knox County's Procurement Division will accept electronically
transmitted bids through the County's On-Line Procurement System. All bids must be mailed or delivered by hand
in hard copy format. Electronic submissions are recorded electronically. Knox County shall not be responsible for
technical difficulties experienced by vendors trying to register, or submit their bid, electronically less than twenty-
four (24) hour prior to the bid opening time. Email and fax bids are strictly prohibited.
1.14 HOW TO DO BUSINESS: Knox County utilizes a web-based Procurement software system, "Knox Buys." The
system provides our clients (vendors, county departments and the citizens of Knox County) with a more enhanced
and end-user friendly means of accessing our services. The system allows for on-line vendor registration and
maintenance, electronic receipt of purchase orders, on-line retrieval and submittal of quotes, bids and proposals for
our vendor-clients and on-line requisitioning and receiving for our county departments. In order for the County to
maximize its investment and minimize the cost associated with office operations we need your help.
When doing business with Knox County we are urging you to please go to our website at
www.knoxcounty.org/Procurement, register as a vendor in our on-line Procurement system, "Knox Buys," if you
have not done so and whenever possible to conduct your business with the County through this site. If you have
any questions please contact the Procurement Division Representative listed in Section 1.1 of this document.
1.15 INCURRED COSTS: Knox County will not be responsible for any costs incurred by the bidder in the preparation
of their bid.
1.16 MULTIPLE BIDS: Knox County will consider multiple bids that meet specifications.
1.17 NON-COLLUSION: Vendors, by submitting a signed bid or proposal, certify that the accompanying bid or proposal
is not the result of, or affected by, any unlawful act of collusion with any other person or company engaged in the
same line of business or commerce, or any other fraudulent act punishable under Tennessee or United States law.
1.18 PAYMENT METHOD: Knox County utilizes two (2) methods of placing orders for products. The first is the use of
Purchase Orders. These Purchase Orders will be issued from Knox County Procurement Division via email. The
Purchase Order will detail the quantity, specific item(s) and the contracted price for each item.
The second method is the use of the Knox County E-Commerce Card (VISA). Orders placed with the credit card
will list the same information as the Purchase Order. Vendors will be given the card information and approval to
process the transactions by the requesting department. Vendors must indicate in their bid response if the vendor
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will accept the Knox County E-Commerce Card (VISA) as a form of payment. Bidders are prohibited to charge Knox
County any type of merchant fee from their financial institution to accept this type of payment.
1.19 POSSESSION OF WEAPONS: All vendors and their employees and their agents are prohibited from possessing
any weapons on Knox County property without prior written consent from the County. In the case of a vendor
whose contract requires possession of firearms or other weapons to successfully complete their contract, vendor
must provide personnel who are bonded to bear said weaponry.
1.20 PROCESSING TIME FOR PAYMENT: Vendors are advised that a minimum of thirty (30) days is required to
process invoices for payment.
1.21 PROOF OF FINANCIAL AND BUSINESS CAPABILITY: Bidders must, upon request, furnish satisfactory evidence
of their ability to furnish products or services in accordance with the terms and conditions of these specifications.
Knox County will make the final determination as to the bidder's ability.
1.22 RECYCLING: Knox County, in its continuing efforts to lessen the amount of landfill waste and to further recycling
efforts, requests that bids being submitted on paper shall:
* Be submitted on recycled paper
* Not include pages of unnecessary advertising
* Be made on both sides of each sheet of paper
1.23 RESTRICTIVE OR AMBIGUOUS SPECIFICATIONS: It is the responsibility of the prospective bidder to review the
entire Invitation for Bid packet and to notify the Procurement Division if the specifications are formulated in a manner
that would unnecessarily restrict competition. Any such protest or question regarding the specifications or bidding
procedures must be received in the Procurement Division by July 16, 2026, at 4:30 p.m. local time. These
requirements also apply to specifications that are ambiguous.
1.24 SIGNING OF BIDS: In order to be considered all bids must be signed. Please sign the original in blue ink.
By signing the bid document, the vendor acknowledges and accepts the term and conditions stated in the bid
document. When submitting electronically, the submission of your electronic bid will be the acknowledgement of
signature.
1.25 TAXES: Knox County purchases are not subject to taxation. Tax exemption certificates will be provided upon
request.
1.26 TERM BID AGREEMENTS: If this bid results in a term bid Contract with the vendor, Knox County must receive all
general price decreases that other similar customers receive.
1.27 TITLE VI OF THE 1964 CIVIL RIGHTS ACT: "Nondiscrimination in Federally Assisted Programs"-"No person in
the United States shall, on the ground of race, color, or national origin, be excluded from participation in, be denied
the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial
assistance." 42 U.S.C. Section 2000 et seq. It is the policy of Knox County Government that all its services and
activities be administered in conformance with the requirements of Title VI.
1.28 UNFORESEEN CIRCUMSTANCES: During periods of closure due to unforeseen circumstances in Knox County
or closures at the direction of the Knox County Mayor, the Procurement Division will enact the following procedures
in regards to solicitations and closures:
* If the Mayor closes the Administrative offices prior to the time set for solicitation opening of any business day, all
solicitations due that same day will be moved to the next operational business day.
* Other unforseen circumstances shall be at the sole discretion of the Procurement Director.
* Knox County shall not be liable for any commercial carrier's decision regarding deliveries during any unforeseen
circumstances.
1.29 USE OF BID FORMS: Vendors must complete the bid forms contained in the bid package. Failure to complete the
bid forms may result in bid rejection.
1.30 VENDOR DEFAULT: Knox County reserves the right, in case of vendor default, to procure the articles or services
from other sources and hold the defaulting vendor responsible for any excess costs occasioned thereby. Should
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vendor default be due to a failure to perform or because of a request for a price increase, Knox County reserves
the right to remove the vendor from the County's bidders list for twenty-four (24) months.
1.31 VENDOR REGISTRATION: Prior to the opening of this bid, ALL BIDDERS must be registered with the
Procurement Division. A vendor application may be submitted online at www.knoxcounty.org/Procurement. Select
the On-Line Vendor Registration link and complete the forms. Vendors must be registered with the Procurement
Division prior to submitting their bid. Knox County shall not be responsible for technical difficulties experienced by
vendors trying to register less than twenty-four (24) hours prior to the bid opening time.
1.32 WAIVING OF INFORMALITIES: Knox County reserves the right to waive minor informalities or technicalities when
it is in the best interest of Knox County.
SECTION II OBLIGATIONS, RIGHTS AND REMEDIES
These terms and conditions shall be part of the Contract. Knox County reserves the right to negotiate other terms and
conditions it deems appropriate and necessary under the circumstances to protect the public's trust.
2.1 ALTERATIONS OR AMENDMENTS: No alterations, amendments, changes, modifications or additions to this
Contract shall be binding on Knox County without the prior written approval of the County.
2.2 APPROPRIATION: In the event no funds are appropriated by Knox County for the goods or services in any fiscal
year or insufficient funds exist to purchase the goods or services, then the Contract shall expire upon the
expenditure of previously appropriated funds or the end of the current fiscal year, whichever occurs first, with no
further obligations owed to or by either party.
2.3 ASSIGNMENT: Contractor shall not assign or sub-contract this agreement, its obligations or rights hereunder to
any party, company, partnership, incorporation or person without the prior written specific consent of Knox County.
2.4 BOOKS AND RECORDS: Contractor shall maintain all books, documents, accounting records and other evidence
pertaining to the goods and services provided under this Contract and make such materials available at its offices
at all reasonable times during the contract period and for five (5) years from the date of the final payment under this
agreement for inspection by County or by any other governmental entity or agency participating in the funding of
this agreement, or any authorized agents thereof; copies of said records to be furnished if requested. Such records
shall include those books, documents and accounting records that represent the Contractor's costs of
manufacturing, acquiring or delivering the products and services governed by this agreement.
2.5 CHILD LABOR: Contractor agrees that no products or services will be provided or performed under this Contract
that have been manufactured or assembled by child labor.
2.6 COMPLIANCE WITH ALL LAWS: Contractor is assumed to be familiar with and agrees to observe and comply
with all federal, state, and local laws, statutes, ordinances, and regulations in any manner affecting the provision of
goods and/or services, and all instructions and prohibitive orders issued regarding this work and shall obtain all
necessary permits.
2.7 CRIMINAL HISTORY RECORDS CHECK: Any and all successful bidders, Contractor's employees, Contractor's
sub-contractors and the employees of any sub-contractors must submit to a criminal history records check at the
Contractor's expense, conducted by the Tennessee Bureau of Investigation and the Federal Bureau of Investigation
prior to permitting the employee to have contact with students or enter school grounds when students are present.
Reference Tennessee Code Annotated Section 49-5-413. Bidders must submit with their bids the Criminal History
Affidavit of Compliance.
2.8 DEFAULT: If Contractor fails to perform or comply with any provision of this Contract or the terms or conditions of
any documents referenced and made a part hereof, Knox County may terminate this Contract, in whole or in part,
and may consider such failure or noncompliance a breach of contract. Knox County expressly retains all its rights
and remedies provided by law in case of such breach, and no action by Knox County shall constitute a waiver of
any such rights or remedies. In the event of termination for default, Knox County reserves the right to purchase its
requirements elsewhere, with or without competitive bidding.
2.9 GOVERNING LAW; VENUE: This agreement shall be exclusively construed, governed, and controlled by the Laws
of the State of Tennessee without regard to principles of law, including conflicts of law, of any other jurisdiction,
territory, country, and/or province. Any dispute arising out of or relating to this agreement shall exclusively be
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brought in the Chancery Court or the Circuit Court of Knox County, Tennessee. Each party consents to personal
jurisdiction thereto and waives any defenses based on personal jurisdiction, venue and inconvenient forum.
2.10 INCORPORATION: All specifications, drawings, technical information, Invitation for Bid, Bid, Award and similar
items referred to or attached or which are the basis for this Contract are deemed incorporated by reference as if set
out fully herein.
2.11 INDEMNIFICATION/HOLD HARMLESS: Contractor shall indemnify, defend, save and hold harmless Knox County,
its officers, agents and employees from all suits, claims, actions or damages of any nature brought because of,
arising out of, or due to breach of the agreement by Contractor, its subcontractors, suppliers, agents, or employees
or due to any negligent act or occurrence or any omission or commission of Contractor, its subcontractors, suppliers,
agents or employees.
2.12 INDEPENDENT CONTRACTOR: Contractor shall acknowledge that it and its employees serve as independent
contractors and that Knox County shall not be responsible for any payment, insurance or incurred liability.
2.13 INSPECTION AND ACCEPTANCE: Warranty periods shall not commence until Knox County inspects and formally
accepts the goods and/or services. The terms, conditions and timing of acceptance shall be determined by Knox
County. Knox County reserves the right to reject any or all items or services not in conformance with applicable
specifications, and Contractor assumes the costs associated with such nonconformance. Acceptance of goods or
services does not constitute a waiver of latent or hidden defects or defects not readily detectable by a reasonable
person under the circumstances.
2.14 IRAN DIVESTMENT ACT: By submission of this bid, each bidder and each person signing on behalf of any bidder
certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury,
that to the best of its knowledge and belief that each bidder is not on the list created pursuant to Tennessee Code
Annotated 12-12-106.
2.15 LIMITATIONS OF LIABILITY: In no event shall Knox County be liable for any indirect, incidental, consequential,
special or exemplary damages or lost profits, even if Knox County has been advised of the possibility of such
damages.
2.16 NO BOYCOTT OF ISRAEL: Pursuant to Tennessee Code Annotated Title 12, Chapter 4, Part 1, by submission of
a response to this solicitation, each bidder and each person signing on behalf of any bidder certifies, and in the
case of a joint response each party thereto as to its own organization, under penalty of perjury, that to the best of
its knowledge and belief that each person is not currently engaged in, and will not for the duration of the contract
engage in, a boycott of Israel.
2.17 TENNESSEE PROCUREMENT PROTECTION ACT: By submission of this bid or proposal, each bidder/proposer
and each person signing on behalf of any bidder/proposer certifies, and in the case of a joint bid or proposal each
party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief
the bidder/proposer is not a "foreign adversary company" as defined in the Tennessee Procurement Protection Act,
Tennessee Code Annotated Title 4, Chapter 56, as amended by Public Chapter 768 (effective July 1, 2026), and is
in compliance with the requirements of said Act.
2.18 NON-DISCRIMINATION AND NON-CONFLICT STATEMENT: Contractor agrees that no person on the grounds
of handicap, age, race, color, religion, sex, national origin, or any individual trait or characteristic found to be an
illegal consideration, shall be excluded from participation in, or be denied benefits of, or be otherwise subjected to
discrimination in the performance of this agreement, or in the employment practices of vendor. Contractor shall
upon request show proof of such non-discrimination, and shall post in conspicuous places available to all employees
and applicants notices of non-discrimination. Contractor covenants that it complies with the Fair Wage and Hour
Laws, the National Labor Relations Act, and other federal and state employment laws as applicable. Contractor
covenants that it does not engage in any illegal employment practices.
Contractor covenants that it has no public or private interest, and shall not acquire directly or indirectly any interest,
which would conflict in any manner with the provision of its goods or performance of its services. Contractor
warrants that no part of the total contract amount provided herein shall be paid directly or indirectly to any officer or
employee of Knox County as wages, compensation, or gifts in exchange for acting as officer, agent, employee,
subcontractor or consultant to Contractor in connection with any goods provided or work contemplated or performed
relative to the agreement.
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2.19 ORDER OF PRECEDENCE: In the event of inconsistent or conflicting provision of this Contract and referenced
documents, the following descending order of precedence shall prevail: (1) Contract, (2) Invitation for Bid, (3) Bid,
(4) Award, (5) Special Terms and Conditions, (6) General Terms and Conditions, (7) Specifications, (8) Drawings.
2.20 REMEDIES: Knox County shall have all rights and remedies afforded under the U.C.C. and Tennessee law in
contract and in tort, including but not limited to rejection of goods, rescission, right of offset, refund, incidental,
consequential and compensatory damages and reasonable attorney's fees.
2.21 RIGHT TO INSPECT: Knox County reserves the right to make periodic inspections of the manner and means the
service is performed or the goods are supplied.
2.22 SEVERABILITY: If any provision of this Contract is declared illegal, void or unenforceable, the remaining provisions
shall not be affected but shall remain in force and in effect.
2.23 TAX COMPLIANCE: Pursuant to Resolution R-07-1-903 passed by the Commission of Knox County, Tennessee,
Contractor hereby acknowledges by submission of its bid or proposal and signature that it is current in its respective
Federal, State, County and City taxes of whatever kind or nature and is not delinquent in any way. Delinquent
status must be disclosed or risk debarment by the Knox County Procurement Division.
2.24 TERMINATION: County may terminate this agreement with or without cause at any time. In the event of termination
by either party, fees due for services satisfactorily performed or goods accepted prior to the termination date shall
be paid.
2.25 WARRANTY: Contractor warrants to Knox County that all items delivered and all services rendered shall conform
to the specifications, drawings, bid and/or other descriptions furnished and/or incorporated by reference, and will
be fit for the particular purpose purchased, of merchantable quality, good workmanship, and free from defects.
Contractor extends to Knox County all warranties allowed under the U.C.C. Contractor shall provide copies of
warranties to the County. Return of merchandise not meeting warranties shall be at contractor's expense.
SECTION III SPECIAL TERMS AND CONDITIONS
3.1 INTENT: Knox County and Knox County Schools Maintenance and Operations Department (KCSMO) intends to
establish a Term Contract with one (1) or more properly licensed contractor(s) to provide HVAC emergency repairs,
miscellaneous repairs, replacements, additions and/or new installation services as requested by KCSMO. The
HVAC maintenance and repair service will be on a twenty-four (24) hour, seven (7) days a week basis. As needs
arise, KCSMO will determine availability of the panel of approved vendors. Those that are available for a job will be
asked to quote the job based on the prices quoted herein. Unless delivery timeframes, expertise or other mitigating
factors apply, the job will normally be placed with the approved vendor quoting the least cost to KCSMO. Vendors
may be asked to work and price jobs in two (2) different ways:
3.1.1 First, vendors may be asked to work and charge by the hour. Invoices would simply reflect the number of
hours multiplied by the contract rate. Materials would be listed and the discount applied.
3.1.2 Secondly, vendors may be asked to price work by the job. The quote would be based upon the labor rates
quoted herein and the materials would have the appropriate discount. However, the vendors will quote a
not to exceed price.
Knox County intends to make a Best Value Award. Best value means more than low cost. It includes cost, service
quality and other factors detailed herein.
3.2 ACCEPTANCE: Vendors are advised that the payment of an invoice does not necessarily constitute an acceptance
of goods or services that are provided. Acceptance requires a specific written action by Knox County so stating.
3.3 ADDITIONS/DELETIONS: Knox County reserves the right to add/delete items to this bid. Additional
products/services will be agreed upon by both parties in writing.
3.4 AWARD STATUS: Knox County intends to issue a one-year (1) award. Upon the mutual agreement of each vendor
and Knox County, the award may be extended for four (4) additional years, one (1) year at a time. This may result
in a total of five (5) years. Knox County and the Knox County Schools reserves the right to purchase these services
from other sources if the need arises. Knox County and Knox County Schools reserves the right to revoke the award
if these services are not satisfactory or a pattern of unavailability arises.
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3.5 BID EVALUATION: In evaluating the bids, Knox County reserves the right to use any or all of the ideas from the
bids submitted without limitation and to accept any part or the entire successful bid in selecting an operation which
is judged to be in the best interest of Knox County. All material submitted becomes the property of Knox County.
3.6 CHANGES AFTER AWARD: It is possible that after award, Knox County might change its needs or requirements.
Knox County reserves the right to make such changes after consultation with the Contractor. Should additional
costs arise, Knox County reserves the right to consider accepting these charges provided the Contractor can
document the increased costs. Knox County also reserves the right to accept proposed service changes from the
Contractor if they will lower the cost to Knox County and/or provide improved service.
3.7 COMMUNICATIONS WITH THE CONTRACTOR: Upon award, KCS will communicate extensively and continually
with the Contractor. While information may occasionally be transmitted via telephone, it should always be followed
up with an e-mail confirmation. Due to the volume of information that must be transmitted, it is essential that the
Contractor have an efficient and properly functioning email. Ideally, the Contractor will have e-mail capabilities.
3.8 COMPLIANCE WITH ALL APPLICABLE REGULATIONS: Bidder agrees and covenants that the company, its
agents and employees will comply with all City, County, State and Federal codes, laws, rules and regulations
applicable to the business to be conducted under this contract. If the Contractor performs any work knowing it to be
contrary to such laws, ordinances, rules and regulations, the Contractor shall bear all costs arising from them.
3.9 CONTACT PERSONNEL: It shall be essential to the success of this term contract to develop a good working
relationship with the successful bidder(s). It is imperative that the Knox County account be handled efficiently and
professionally. Knox County should be assigned no more than two (2) vendor contacts to handle billing inquiries
and service related issues. In the event one (1) or both contacts leave the Knox County account, the successful
bidder shall formally introduce the new contacts to Knox County personnel. These contacts must be knowledgeable
of Knox County so as to avoid any interruption of service.
3.10 CONTRACT EXECUTION: The award of this bid will result in a Contract between Knox County and the successful
bidder(s). The Contract must be voted on by the Knox County Commission and Knox County Board of Education
and receive a majority vote. The successful firm(s) may be required to be present at the full Commission Meeting
and Board of Education Meeting to answer questions relating to the services performed. Adequate notification will
be given by the Knox County Procurement Division if the firm(s) will need to attend this meeting. The Knox County
Procurement Division will draft this Contract and no vendor forms, (i.e. Terms and Conditions, Service Agreements,
or other standard Company forms, etc.) will be accepted as contract documents or as contract attachments.
3.11 DESTINATION AND DELIVERY: All shipments that are to be delivered must be F.O.B. Destination to the
department ordering the items. All destination and delivery charges are to be included in the unit price of all items.
Vendors are to include all destination and delivery charges in their price. There will be no extra hidden charges.
3.12 ENTRANCE TO KNOX COUNTY SCHOOL SITES: Only authorized employees of the successful Contractor(s) are
allowed on the premises of KCS buildings. Contractor(s) employees are not to be accompanied in their work area
by acquaintances, family members, assistants or any person unless said person is an authorized employee of the
Contractor(s). All employees must wear a company uniform or name badges identified with the Company name at
all times. Contractor and/or employees of contractor must contact KCS prior to reporting to a site for work.
3.13 ESTIMATE PREPERATION: Vendor may be required upon request to prepare and submit (prior to commencing
work) a written quotation or estimate for each project. Estimation shall include but not be limited to the cost of;
labor, material, blueprint preparation, detailed description of the scope of work, inspection services, and any
required subcontracted services. Quotations shall be based upon the contract rates. Quotation shall remain
firm for thirty (30) days from acceptance by Knox County. All estimation and quotation preparation shall be
provided at no cost or obligation to Knox County.
3.14 EVALUATION CRITERIA: This bid will be evaluated using the following criteria:
Pricing 80 Points
Capabilities & Resources 20 Points
3.15 EVALUATION REVIEW: Knox County reserves the right to use all pertinent information that might affect the
County's judgment as to the appropriateness of an award to the best evaluated bidder(s). This information may be
appended to the bid evaluation process results. Information on a service provider from reliable sources, and not
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within the service provider's bid, may also be noted and made part of the evaluation file.
Knox County shall have sole responsibility for determining a reliable source. Knox County reserves the right to
conduct written and/or oral discussions/interviews after the bid opening. The purpose of such discussions/interviews
is to provide clarification and/or additional information to make an award that is in the best interest of Knox County.
3.16 IDENTIFICATION AND UNIFORMS: Employees of the Contractor shall have proper photo identification displayed,
at all times, while on School property. If needed, KCS can provide temporary photo identification for a fee of $2.50
per badge. Additionally, as appropriate, Contractor is encouraged to have its employees in a standard uniform. This
is a preference but not a requirement. Additionally, many schools require visitors to obtain and wear visitor passes
issued by that particular site. If so, visitors will obtain such pass and display it as instructed.
3.17 INSTALLATION: Contractor will be responsible for installation of all equipment being bid. Bidders must state their
total cost to install all equipment. Installation will not be considered complete until reviewed and accepted by a Knox
County Representative.
3.18 INSURANCE: The successful Vendor(s) must carry the insurance as indicated on the Insurance Checklist
Attachment hereto. As proof of the Vendor's willingness to obtain and maintain the insurance, the Vendor must
complete, sign and have its insurance agent sign the attachment and submit it with the bid.
Upon the Notification of Intent to Award, the successful vendor will be required to submit a Certificate of Insurance
(COI) including any corresponding endorsement page(s) with the specified coverage and listing Knox County as an
additional insured. It shall be the successful vendor's responsibility to keep a current COI and endorsement page(s)
on file with Knox County Procurement for as long as the project is in effect.
3.19 INTERPRETATION: No oral interpretation will be made to any bidder regarding the meaning of specifications. All
questions are to be submitted in writing via email and will be answered in the form of an addendum to the solicitation
by the Knox County Procurement Division, if applicable.
3.20 INVOICING REQUIREMENTS: INVOICING REQUIREMENTS: As several different departments may use this
Contract, please adhere to the following guidelines:
FOR KCS MAIL ALL INVOICES TO:
Knox County Schools Maintenance & Operations
Purchasing Supervisor
900 East Fifth Avenue
Knoxville, TN 37917
FOR ALL OTHER KNOX COUNTY DEPARTMENTS MAIL INVOICES TO:
The Remit to Address on the Purchase Order.
The following general guidelines apply to all departments. However, each department may have additional
or slightly different needs, which they will communicate to you.
TRACKING NUMBER: All invoices must have one (1) of our tracking numbers on them or they will be
returned. You will only have one (1) number per invoice.
INVOICE DETAIL: At a minimum, these items must be shown on the invoice:
* The grand total amount
* An itemized list detailing the description, quantity and cost of each item or service provided (not if the
job was a "Not to Exceed" project).
* The location delivered to (Such as XYZ School or Maintenance 5th Avenue)
* The date the work/materials were delivered
* A statement that the price invoiced is per the bid/quote.
* The tracking number (purchase order or encumbrance number)
SUBMIT ONE (1) ORIGINAL INVOICE AND ONE (1) COPY.
INVOICES ARE TO BE ORIGINAL, WITH A UNIQUE REFERENCE NUMBER. PREFERABLY INVOICES
WILL BE WHITE.
REVIEW OF INVOICES: Invoices will be reviewed for adherence to bid terms and/or the quotation.
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FAILURE TO FOLLOW GUIDELINES: Failure to follow these guidelines may slow down the payment
process, while following these steps will help you receive payment faster. Variation from the terms of our
bids is strictly prohibited. It will help speed your payment if your invoice notes the bid number or name. It
will be even more helpful if your invoice clearly states that the charges are in accordance with the bid or
quotation terms.
JOB/SERVICE TICKETS: Job/service tickets that substantiate the invoice must accompany the invoice.
The original job/service tickets will be given to the requesting department. Copies must accompany the
invoice.
UNPAID INVOICES: If invoices are unpaid after thirty (30) calendar days, please contact KCS to ascertain
their status.
3.21 INVOICING PROCEDURES: Knox County requests that invoices be easy to read and understand. Invoices are to
be original and uniquely pre-numbered. Each participating agency to this Contract may require different invoicing
information and procedures. This information and procedures shall be provided to the successful Contractor(s) prior
to Contract execution. There shall be no additional charges for this information and procedures to be included.
Invoices shall be sent to the "Billing" address printed on the Purchase Order. Each department or division of Knox
County is responsible for its own budget. Departments cannot charge or pay bills for another department.
Therefore, it is critical that your business invoices specify the department that desired to purchase from you. Do
not credit payments to any other department's account. Invoices must be submitted in triplicate and must match the
corresponding Purchase Order number. There shall be no component billing.
3.22 LICENSES: Bidders will provide with their bid a copy of all State of Tennessee, City of Knoxville and Knox County
licenses that they and their employees hold. Bidders must provide proof of State of Tennessee certification as a
backflow prevention device tester. A copy of the State certification must accompany their bid. FAILURE TO
PROVIDE THIS INFORMATION WILL BE JUST CAUSE FOR REJECTION OF THE BID.
3.23 MATERIAL/LABOR QUALITY: Unless otherwise specified, all materials must be of a commercial grade or better.
3.24 NEW MATERIAL: Unless specified otherwise in the bid package, Contractor(s) must provide new supplies. New,
as used in this clause, means previously unused materials. Material includes but is not limited to, raw material,
parts, items, components, and end products. Bidder submission of other than new materials may be cause for the
rejection of the bid. Refurbished or remanufactured materials will not be accepted.
3.25 NEWS RELEASES BY CONTRACTORS: As a matter of policy, KCS does not endorse the products or services of
a contractor. News releases concerning any resultant contract from this solicitation will not be made by a contractor
without the prior written approval of KCS.
3.26 NO CONTACT POLICY: After the date and time that the vendor receives this solicitation, any contact initiated by
any bidder with any Knox County representative, other than the Procurement Division representative listed herein,
concerning this Invitation for Bid is strictly prohibited. Any such unauthorized contact may cause the disqualification
of the bidder from this procurement transaction.
3.27 OPEN RECORDS ACT: Knox County is subject to the Tennessee Open Records Act 10-7-503 et seq. Bidders are
cautioned that all documents submitted on behalf of this Invitation for Bid shall be open to the public for viewing and
inspection and Knox County will comply with all legitimate requests.
3.28 PERMITS: Contractor will be responsible for obtaining any and all required permits. Knox County shall not be
responsible for the cost of any and all permits.
3.29 PRICING: Bidders must quote a firm fixed price for the items noted herein. The price may not change during the
term of the Contract. However the Contractor may request a price increase at each renewal period. A request for a
price increase must be accompanied by proof of increased price to the Contractor. Knox County reserves the right
to accept or reject the requested price increase. If the price increase is rejected the Contractor may:
* Continue with existing prices
* Not accept the renewal offer
* Request a lower price increase
If a price increase is approved by Knox County and Knox County Schools Maintenance & Operations (KCSMO),
the approval notification will be done in writing and the vendor will be notified of the new price schedule. This
documentation will become part of the bid file. No approvals will be authorized verbally.
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3.30 RECORDS: Vendor will maintain records of items and quantities purchased by Knox County and make them
available on request.
3.31 REMOVAL OF VENDORS EMPLOYEES: The successful Vendor(s) agrees to utilize only experienced
responsible and capable people in the performance of the work. Knox County may require that the successful
Vendor(s) remove from the job covered by this contract, employees who endanger persons or property or
whose continued employment under this contract is inconsistent with the interest of Knox County.
3.32 SAFETY AND PROTECTION: The contractor shall be solely and completely responsible for initiating, maintaining,
and supervising all safety precautions and programs in connection with the work. Furthermore, the Contractor is
solely responsible for the training of all of their employees on all safety issues as required by the Occupational
Safety and Health Act (OSHA) and the Environmental Protection Agency (EPA) regulations for the service. The
Contractor shall take all necessary precautions for the safety of, and shall provide the necessary protection to
prevent injury to, all employees on-site and other persons including, but not limited to, the general public who may
be affected thereby. All work is to be done as required by OSHA, EPA, and AHERA.
The Contractor is responsible for training their employees in Safety and Health Regulations for the job, assuring
compliance with Tennessee Occupational Safety and Health Regulations and any other Regulatory Agency.
Contractor shall be required to furnish their employees with the proper personal protective clothing and equipment.
Contractor shall also be required to dispose of this clothing and equipment in compliance with all regulatory
requirements.
3.33 SCHEDULING OF WORK: Vendor(s) shall cooperate with officials in performing work so that interference with the
normal program will be held to a minimum. Work will normally be scheduled for regular work hours and not for
overtime hours.
3.34 SIGN-IN FOR KNOX COUNTY SCHOOLS: Vendors must sign the Vendor Check-In Log at each school site where
work is to be performed. Ask for the "Maintenance & Contractor's Sign-In Book" in the office area. Failure to sign-
in will negate KCSMO responsibility to pay the resulting invoice. Vendors do not have to sign-in if the office area of
the facility is locked.
3.35 SUB-CONTRACTING: Any sub-contracting must be approved, in advance, by both Knox County and KCSMO.
Knox County and KCSMO may terminate the Contract if subcontracting is done without approval.
3.36 SUBMIT QUESTIONS: Prospective bidders may submit questions concerning this solicitation by July 16, 2026, by
4:30 pm. Submit questions as noted in Section 1.1.
3.37 VALUE ADDED RELATIONSHIP: Knox County and KCSMO intend for this bid to result in a relationship with a
vendor. Knox County and KCSMO desire a long-term relationship with a Contractor in which common goals are
shared. Among those goals are:
* Fair and equitable treatment of Contractor and County.
* Contactor expertise in methods of cost reduction. Contractors are encouraged to suggest ways in which
costs can be reduced by product substitution or process modification.
* Contractor involvement in the School system or a specific school on a non-business basis. One example is
involvement with the Knox County Schools Teacher Depot. The Teacher Depot accepts the donation of
equipment and supplies for distribution to teachers.
3.38 WORKMANSHIP: Where not more specifically described in any of the various sections of these specifications,
workmanship shall conform to all of the methods and operations of best standards and accepted practices of the
trade or trades involved, and shall include all items of fabrication, construction or installation regularly furnished or
required for completion of the services. All work shall be executed by personnel skilled in their respective lines of
work.
SECTION IV SCOPE OF WORK
4.1 CALL BACK SERVICE: Upon written notice from KCSMO, the contractor must, without charge, promptly and
properly replace any and all improper work and material that may become apparent within a one (1) year period
from the date of acceptance by the KCSMO. Call back service for previous repairs or maintenance will be on a
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