Invitation to Bid issued by Henderson County Schools / Henderson County Board of Education for Athletic Equipment and Supplies. DATE BID ISSUED: Tuesday November 3, 2026. DUE DATE OF BID: Tuesday, January 5, 2027 at 11:00 a.m. CT / 12:00 p.m. ET. CONTRACT PERIOD: February 1, 2027 to January 31, 2028 (One-year term, with up to three one-year extensions subject to Board approval). LOCATIONS COVERED BY BID: Henderson County Schools - All Locations.
Submit bids to: Amanda Rice, Purchasing Assistant, Henderson County Board of Education, 1805 Second Street, Henderson, KY 42420. Request for information regarding matters of this bid should be directed to Ms. Amy Morris, Director of Finance, Henderson County Board of Education, 1805 Second Street, Henderson, KY 42420, (270) 831-5000.
Scope and requirements: The successful bidder will furnish athletic equipment and supplies as ordered by the Board or schools of the Henderson County School District. Bidders shall submit bids on the bid forms provided; the Board may award to individual vendors for groups of items or all items. Bidders may list additional pertinent information. Brand names referenced are for identification only. All bids are subject to the terms and conditions of the bid invitation. The Board reserves rights to purchase elsewhere in emergencies and to reject nonconforming items. Monthly statements listing amounts paid are due after the close of each month. Vendors must maintain records for three years and comply with applicable federal and state laws, nondiscrimination, and equal employment obligations. Bidders must ensure employees working on school premises submit to national and state criminal history background checks and obtain required child-abuse/neglect clearance letters prior to working on premises at no additional cost to the District. Businesses conducting for-profit activity in Henderson County (outside city limits) must have an Occupational License and attach a copy when submitting the bid.
Evaluation and award: Awards will be made based on the lowest evaluated bid price considering evaluation criteria: quality of product (10 points), service/business reputation and cooperation (10), availability of company representative for services (10), cost in conjunction with criteria (10), and capability of meeting deadlines (10). Multiple contracts may be awarded if in the best interest of the District. Contracts may be terminated by the Board with thirty days' notice or as provided in the bid.
Specifications and billing: Bidders shall indicate percentage discount off established prices at time of purchase. Discounts apply to all merchandise sold to the schools/Board. Prices may be raised to reflect increased costs but the percentage discount bid remains fixed during the bid period. Successful bidders must provide billing invoices showing supplier name, school/federal program/Board and address, date of purchase and shipment, purchase order number, complete listing of items, bid price accepted by Board, and person making purchase requests.
Bid format and required documents: Submit one copy of the bid. Bids must be sealed and marked "BID NO. 1-27-5-1." Bids must be submitted on the bid forms provided or an exact duplicate. Required parts to return: Part IV (Certification of Compliance with Bid Specifications), Part V (Official Bid Form / Bid Submission Form), Part VI (Conflict of Interest, Gratuities, and Kickbacks), and any other applicable bid attachments. Bids must not contain erasures or correction fluid; errors must be crossed out, corrected and initialed. The Official Bid Submission Form includes detailed line items for athletic catalog discounts, specifications on sports balls (specific manufacturers/models with "No Substitutes" noted), and uniform brands list. The Conflict of Interest, Gratuities, and Kickbacks certification must be signed and returned with the proposal. Additional terms, conditions, and specifications as set forth in the full Invitation to Bid apply.
