Fitness Equipment for Henderson Fire Department

The City of Henderson
P.O. Box 716
Henderson,Kentucky42419-0716
Finance Department
Phone: (270) 831-1200
Fax: (270) 831-1246
E-mail: Finance@hendersonky.gov
April 21, 2026
INVITATION TO BID
Bid Reference No. 26 - 17
Competitive sealed bids will be received by the City of Henderson, Kentucky for the
following:
Fitness Equipment for Henderson Fire Department
Bids will be accepted in the Finance office located on the first floor of the Henderson
Municipal Building at 222 First Street, Henderson, Kentucky 42420. Bids may also be
mailed to PO Box 716, Henderson, Kentucky 42419. Bids will be accepted until 2:00 pm
on Monday, May 4, 2026, prevailing local time, at which time the bids will be publicly
opened and read.
The bids are being solicited pursuant to KRS 45A.365.

City of Henderson, Kentucky
Invitation to Bid
Bid Reference No. 26 - 17
TABLE OF CONTENTS
Enclosed
I. Instructions to Bidders
X
II. General Conditions
X
III. Special Conditions
X
IV. Technical Specifications
X
V. Bid Pricing Sheet
X
VI. KRS 45A.395 State Required (Enclosure A)
X
Only sections marked as "Enclosed" are applicable to bid award.

City of Henderson, Kentucky
Invitation to Bid
INSTRUCTIONS TO BIDDERS
1.1 General
The City of Henderson, Kentucky ("City") invites competitive sealed bids for the goods
or services described in this Invitation to Bid. All bids must be prepared and submitted in
accordance with the instructions to bidders and all other applicable sections of the bid
package.
Failure to comply with these instructions may result in the bid being deemed non-
responsive.
1.2 Bid Submission
Bids must be received by the City at the location, date, and time specified in the
Invitation to Bid. Bids received after the stated deadline will not be accepted and will be
returned unopened.
Bids shall be submitted in a sealed envelope clearly marked with the bid reference
number and bid title. Separate bids are required for each bid reference number.
1.3 Execution of Bid
Each bid must be signed by an individual authorized to legally bind the bidder.
Bids submitted by an individual shall be signed by the individual.
Bids submitted by a partnership shall be signed by a partner or authorized
representative.
Bids must be submitted by a corporation or other legal entity shall be
signed by an authorized officer or representative.
Unsigned bids may be rejected as non-responsive.
1.4 Bid Forms and Required Documents
Bidders shall submit all forms, pricing sheets, affidavits, and certifications identified in
the bid package.

INSTRUCTIONS TO BIDDERS
Page 2
Failure to submit any required enclosed document may result in rejection of the bid.
1.5 Bid Pricing
Prices shall be submitted on the Bid Pricing Sheet provided. Prices shall be stated in the
units requested and shall include all costs necessary to fulfill the requirements of the bid
unless otherwise stated. Please acknowledge any addendums (N/A if none), sign, and
date all requested locations on all pages of the bid pricing sheet.
In the event of a discrepancy between unit prices and extended totals, the unit prices shall
govern.
1.6 Corrections, Alterations, and Irregularities
Bids containing alterations, erasures, or corrections shall be clearly noted and initialed by
the bidder. The City reserves the right to waive informalities or minor irregularities that
do not affect the responsiveness of the bid.
1.7 Withdrawal or Modification of Bids
A bidder may withdraw or modify a bid prior to the bid opening by submitting a written
request to the City. No bid may be withdrawn or modified after the bid opening except as
permitted by law.
1.8 Bid Validity
All bids remain valid for a period of sixty (60) days following the bid opening unless a
longer period is stated in the bid documents.
1.9 Interpretation of Documents
Bidders are responsible for reviewing all bid documents and determining that they
understand the requirements. Questions regarding the bid must be submitted in
accordance with the procedures and deadlines stated in the Invitation to Bid.
No oral interpretations or clarifications shall be binding on the City.

INSTRUCTIONS TO BIDDERS
Page 3
1.10 Contact Information
Questions regarding the procurement procedure of this solicitation shall be directed to the
Finance Manager, Shay Bridges, at the Henderson Municipal Building. Please see contact
information below:
Phone: 270-831-1200
E-mail: finance@hendersonky.gov
Questions regarding the technical specification of this solicitation shall be directed to the
Deputy Fire Chief, Chad Moore, at the Fire Department. Please see contact information
below:
Phone: 270-831-1270
E-mail: cbmoore@hendersonky.gov
- End of Section -

City of Henderson, Kentucky
Invitation to Bid
GENERAL CONDITIONS
2.1 Authority and Reservation of Rights
The City of Henderson, Kentucky reserves the right to reject any or all bids, to waive
informalities or minor irregularities, and to award the bid in the manner determined to be
in the best interest of the City and in accordance with applicable law.
The City shall award the bid in its entirety. All items must be bid upon to be considered
responsive.
2.2 Governing Law and Compliance
This procurement is governed by KRS Chapter 45A and all applicable federal, state, and
local laws, regulations, and ordinances.
2.3 Independent Contractor Status
The successful bidder(s) shall perform all services as an independent contractor. Nothing
contained in the bid documents or resulting contract shall be construed to create an
employer-employee relationship between the City and the bidder or the bidder's
employees.
2.4 Pricing and Taxes
All prices submitted shall be firm and shall include all costs necessary to furnish, deliver,
and install the equipment in accordance with the bid documents.
The City's sales tax exemption shall not be used by the bidder to acquire materials or
supplies. Any applicable taxes incurred by the bidder remain the responsibility of the
bidder.
2.5 Payment Terms
The City's standard payment terms are net thirty (30) days following receipt of a properly
submitted delivery and installation of equipment, as determined by the City.

GENERAL CONDITIONS
Page 2
Payment shall not constitute acceptance of unsatisfactory or non-conforming equipment.
2.6 Invoice Requirements
Invoices shall be submitted to the City department designated by the City and must
include:
Bid reference number
Purchase order number
Description of equipment provided
Quantities and pricing
Delivery and installation location
2.7 Performance and Inspection
All equipment and installation performed shall be subject to inspection and oversight by
the City.
Equipment that does not conform to the bid documents may be rejected and shall be
corrected or replaced at the contractor's expense.
2.8 Delivery and Risk of Loss
The contractor shall be responsible for all equipment until delivery, installation, and
acceptance by the City.
2.9 Changes
No changes to the scope of work shall be made without prior written authorization from
the City.
2.10 Errors, Omissions, and Conflicts
In the event of a conflict between sections of the bid documents, Special Conditions shall
govern over General Conditions, and Technical Specifications shall govern over both.
Errors or omissions in the bid documents shall not relieve the bidder from the obligation
to perform the services as intended.

GENERAL CONDITIONS
Page 3
2.11 Default and Remedies
If the successful bidder(s) fails to perform the services in accordance with the bid
documents, the City may:
Require corrective action
Withhold payment for unsatisfactory performance
Terminate the contract in whole or in part
Procure equipment or services from another source and hold the contractor
responsible for any additional costs
These remedies are cumulative and in addition to any other remedies available under law.
This remedy shall be in addition to any other remedies available to the City under law.
2.12 Assignment and Subcontracting
The bidder shall not assign, transfer, or subcontract the contract, in whole or in part,
without the prior written consent of the City.
The bidder shall remain fully responsible for the performance of all subcontractors.
2.13 Validity of Bids
All bids remain valid for a period of sixty (60) days following the bid opening unless a
longer period is stated in the bid documents.
2.14 Awarding
Prior to a contract being awarded to the lowest responsible and responsive bidder whose
bid meets specifications.

GENERAL CONDITIONS
Page 4
Bids will be evaluated and awarded on the following basis (as marked):
Lowest Bid Price; or
Lowest Evaluated Bid Price. The objective measurable criteria for this evaluation are
enclosed.
"Responsible bidder" means a person who has the capability in all respects to perform
fully the contract requirements, and the integrity and reliability which will assure good
faith performance.
2.15 Conflict of Interest
Conflict of interest -- Gratuities and kickbacks -- Use of confidential information.
(KRS 45A.455)
(1) It shall be a breach of ethical standards for any employee with procurement authority to participate
directly in any proceeding or application; request for ruling or other determination; claim or
controversy; or other particular matter pertaining to any contract, or subcontract, and any
solicitation or proposal therefore, in which to his knowledge:
(a) He, or any member of his immediate family has a financial interest therein; or
(b) A business or organization in which he or any member of his immediate family
has a financial interest as an officer, director, trustee, partner, or employee, is a
party; or
(c) Any other person, business, or organization with whom he or any member of his
immediate family is negotiating or has an arrangement concerning prospective
employment is a party. Direct or indirect participation shall include but not be limited
to involvement through decision, approval, disapproval, recommendation,
preparation of any part of a purchase request, influencing the content of any
specification or purchase standard, rendering of advice, investigation, auditing, or in
any other advisory capacity.
(2) It shall be a breach of ethical standards for any person to offer, give, or agree to give any
employee or former employee, or for any employee or former employee to solicit, demand,
accept, or agree to accept from another person, a gratuity or an offer of employment,
in connection with any decision, approval, disapproval, recommendation, preparation of any
part of a purchase request, influencing the content of any specification or purchase standard,
rendering of advice, investigation, auditing, or in any other advisory capacity in any proceeding
or application, request for ruling or other determination, claim or controversy, or other
particular matter, pertaining to any contract or subcontract and any solicitation or proposal
therefore.
(3) It is a breach of ethical standards for any payment, gratuity, or offer of employment to be made
by or on behalf of a subcontractor under a contract to the prime contractor or higher tier

GENERAL CONDITIONS
Page 5
subcontractor or any person associated therewith, as an inducement for the award of a
subcontract or order. The prohibition against conflicts of interest and gratuities and kickbacks
shall be conspicuously set forth in every local public agency written contract and solicitation
therefore.
(4) It shall be a breach of ethical standards for any public employee or former employee knowingly
to use confidential information for his actual or anticipated personal gain, or the actual
or anticipated personal gain of any other person.
Effective: April 9, 1980
History: Amended 1980 Ky. Acts ch. 250, sec. 16, effective April 9, 1980. --
Created 1978 Ky. Acts ch. 110, sec. 92, effective January 1, 1980.
- End of Section -
06-01-14D