Project Information

Bid Title

Bid 10013017 Refrigeration Equipment PM and Emergency Services

Issuing Agency

Jackson County 16th Circuit Court

Location

Missouri

Published Date

Feb 9, 2026

Closing Date

Mar 18, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid 10013017 Refrigeration Equipment PM and Emergency Services

Contract Term: April 1, 2026 through March 31, 2029 Contract to include three (3) on- year renewal options.

Bid Closes: Wednesday, March 18, 2026 @ 2 p.m. CST Bids MUST be submitted prior to the closing date and time to be eligible for consideration. Bids will be publicly opened and read at 10:05 a.m. Local Time (Central). Bids received after the deadline designated shall not be considered.

Return Bid To: Jackson County Family Court Purchasing Department 625 E. 26th Street Kansas City, Missouri 64108

Attachment Preview

Bid number 10013017

Refrigeration Equipment Preventative Maintenance and Emergency Service

Invitation for Bid

16th Judicial Circuit of Missouri

Family Court Division

625 E. 26TH Street

Kansas City, Missouri 64108

Refrigeration Equipment PM and Emergency Service

Bid Number: 10013017

Bid issued by: Neil Struchtemeyer, CPPB

Bid issue date: Monday, February 9, 2026

Title: Senior Purchasing Agent

Phone number: (816) 435-4780

The intent of this Invitation for Bid; herein referred to an “IFB”, is to seek competition among competitors and to establish-

award a contract with a qualified refrigeration service company; herein referred to as a “contractor”, to provide Refrigeration

Equipment PM and Emergency Service of 22 refrigeration units for the Jackson County Family Court, herein referred to

as the (“Family Court”). The term “offer” as used herein refers to the Bidder’s offer, herein referred to as the Contractor

made in response to this IFB.

This IFB, upon award will become known as Bid Contract Number 2404012620 between the Family Court and the

Contractor, collectively referred to as the “parties”.

The Bid Contract shall be in accordance with the terms, conditions and specifications set forth in this solicitation and the

parties agree as follows in consideration of the mutual covenants contained herein.

Site Visit:

Any requests for a site visit to view work locations prior to submitting a bid response shall be made via e-

mail to Neil.Struchtemeyer@courts.mo.gov.

All site visits must be completed prior to the close of business on Thursday, February 26, 2026.

Contract Term:

April 1, 2026 through March 31, 2029

Contract to include three (3) on- year renewal options.

Bid Closes:

Wednesday, March 18, 2026 @ 2 p.m. CST

Bids MUST be submitted prior to the closing date and time to be eligible for consideration. Bids will

be publicly opened and read at 10:05 a.m. Local Time (Central). Bids received after the deadline

designated shall not be considered.

Return Bid To:

Jackson County Family Court

Purchasing Department

625 E. 26th Street

Kansas City, Missouri 64108

For all questions regarding this Invitation for Bid, herein referred to as an (“IFB”) contact via e-mail to

Neil.Struchtemeyer@courts.mo.gov. All questions must be submitted by the close of business on Friday, February 20, 2026.

From the date this IFB is issued until an award is made, absolutely no communication with department staff is allowed!

If communication is required between potential contractors and individuals employed by the Family Court regarding this IFB

it is restricted to written communication with the Senior Purchasing Agent.

Timeline Schedule:

Jackson County Family Court

“Guiding Families to a Brighter Tomorrow.”

Bid number 10013017

Refrigeration Equipment Preventative Maintenance and Emergency Service

IFB Issue Date

Site Visit

IFB Due Date

Bid Evaluation

Projected Award Date

Contract Term

Contract Renewal Periods

Monday, February 9, 2026

All site visits must be completed prior to the close of business on

Thursday, February 26, 2026

Wednesday, March 18, 2026 @ 2 p.m. CST

March 18 through March 24, 2026

Thursday, March 26, 2026

April 1, 2026 through March 31, 2029

Three (3) one-year terms

Note: This timeline may change if needed, but the Family Court will make every effort to stay within this schedule.

Instructions to Bidders: The Bidder shall comply with all the terms and conditions contained herein which are hereby

made part of this contract. The submission of a Bid shall be considered as prima facie evidence that the Bidder has

familiarized themselves with and understands the conditions under which this Contract will be awarded, performed and

administered. No Letter or stipulation submitted with a Bid shall alter the terms of this Contract.

Preparation of Bids: The bid shall be legibly printed in ink or typed. The bid shall be legally signed and shall include the

complete address of the bidder. If a price already entered is to be altered, it shall be crossed out and initialed in ink by the

bidder.

The 16th Judicial Circuit of Missouri, Family Court Division is exempt from Federal Tax (Exemption Number 43-91-0217K)

and Missouri State Sales Tax Exempt Sec. 39 [10] Article 3, Missouri Constitution; Missouri Tax I.D. 12495671, and such

taxes shall not be included in bid prices. A Sales and Use Tax Exemption letter will be provided upon request.

All bids must be signed by an individual authorized to bind the bidder. The individual signing certifies, under penalty of

perjury, that he or she has legal authorization to bind the bidder. By signing the Offer to Contract/Signature Page, bidder

certifies: The submission of the offer did not involve collusion or other anti-competitive practices. The bidder has not given,

offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity,

special discount, trip, favor, or service to a public servant in connection with the submitted offer.

Unless otherwise stated by the bidder, the bid shall be considered as being in accordance with Family Court’s applicable

standard specifications, and any special specifications outlined in the bid document.

Any delivery being made shall be F.O.B. Destination (the Family Court’s delivered location specified herein) and all Freight

and applicable Fuel Surcharges shall be included in bid prices.

A responsive bid shall substantially conform to the requirements of this Invitation for Bid and/or specifications contained

herein. Bidders who substitute any other terms, conditions, specifications and/or requirements or who qualify their bids in

such a manner as to nullify or limit their liability to the contracting entity shall have their bids deemed non-responsive. Also,

bids containing any clause that would limit contracting authority shall be considered non-responsive. Examples of non-

responsive bids include but shall not be limited to: a) bids that fail to conform to required delivery schedules as set forth in

the bid request; b) bids with prices qualified in such a manner that the bid price cannot be determined, such as with vague

wording that may include “price in effect at the time of delivery,” and c) bids made contingent upon award of other bids

currently under consideration.

Bid Submission: If submitting a bid, the Bidder is required to submit all pages marked as “Return Page” of this bid

document prior to 2 p.m. Local Time (Central) on or before Wednesday, March 18, 2026 by mail or messenger to the

following address:

Jackson County Family Court

Purchasing Department

625 E. 26th Street

Kansas City, Missouri 64108

If not submitting a bid, please complete and send the Statement of No Bid to Neil.Struchtemeyer@courts.mo.gov.

Bids will be accepted at the above address until date and time specified above, and will be publicly opened and read aloud

at 10:05 a.m. Local Time (Central). Bids received after the deadline designated shall not be considered.

Jackson County Family Court

“Guiding Families to a Brighter Tomorrow.”

Bid number 10013017

Refrigeration Equipment Preventative Maintenance and Emergency Service

All bids shall be tightly sealed in an envelope and plainly marked with the Invitation for Bid number, due date, and the

bidder’s name and address.

Telephone, e-mailed or faxed bids will not be accepted!

By submitting a bid response, you offer to enter into the proposed contract and your offer is not revocable for ninety (90)

days following the response deadline indicated herein.

All bids submitted in response to this invitation for bid shall become the property of the Family Court and will be a matter of

public record available for review.

Bids may be withdrawn in person by a bidder or authorized representative, provided their identity is made known and a

receipt is signed for the bid, but only if the withdrawal is made prior to the time set for receipt of bids. Bids are an irrevocable

offer and may not be withdrawn within 90 days after opening date.

Contractors are invited to be present at the opening of bids. After the official opening of bids, the amount of time necessary

for bid evaluation may vary and is determined solely by the Senior Purchasing Agent. Normally a period of not less than

one week is necessary. Following the bid evaluation, all bids submitted are available for public review.

Bid Evaluation/Contract Award

The contract will be awarded to the most responsible, responsive bidder(s) whose bid, conforming to the solicitation, will be

most advantageous to the Family Court with regards to lowest and best bid.

To be considered for award, bidder must at least: have the ability to obtain adequate financial resources, be able to comply

with required or proposed delivery schedule, have a satisfactory record of performance; have a satisfactory record of

integrity and ethics, and be otherwise qualified and eligible to receive award.

Family Court Purchasing reserves the right to reject all or parts of bids, to waive technical defects in bids, and to select the

bid(s) deemed most advantageous to the Family Court. The Family Court shall consider bids submitted on an “all or nothing”

basis only if the bid is clearly marked as such.

The contract award will be made no later than Thursday, March 26, 2026 by means of an award letter.

Only awarded contractor will be notified. Bidders may e-mail Neil.Struchtemeyer@courts.mo.gov any time after Thursday,

March 26, 2026 to get bid results.

Award Protest

Any protest concerning the award of a contract shall be decided by the Chief Financial Officer after consultation with Legal

Counsel. Protests shall be in writing to the Office of the Purchasing Department and shall be filed within three (3) business

days of final approval and acceptance of the bid by the Purchasing Department. The written protest shall include the name

and address of the protestor, the bid number, a statement of the specific reasons for the protest and supporting exhibits. A

protest is considered filed when all requested information is received by the Office of the Purchasing Department along with

the required cashier’s check or bond. The Budget and Fiscal Operations Officer will respond to the written protest within

fourteen (14) days. The Budget and Fiscal Operations Officer’s decision relative to the protest shall be final, no further

appeals will be recognized.

Upon receipt of a protest the Family Court may, but is not required to, delay its award of said contract. The protesting bidder

is required to submit a bond by cashier’s check.

The submission of the cashier’s check will be as follows: 1% Percent of the value of the solicitation, but in no case less

than five hundred dollars ($500.00) or to exceed five thousand dollars. This bond shall be a US postal service money order

or a certified cashier's check made payable to the Jackson County Family Court. Money will be refunded to the submitting

vendor only if the protest is found to be in their favor.

Jackson County Family Court

“Guiding Families to a Brighter Tomorrow.”

Bid number 10013017

Refrigeration Equipment Preventative Maintenance and Emergency Service

Statement of No Bid

We, the undersigned, have declined to submit a bid in response to this Invitation for Bid for the following

reason(s):

Specifications too “tight”, i.e., geared toward one brand or supplier.

Insufficient time to respond to the bid.

We do not offer this product or service.

Our schedule would not permit us to perform.

We are unable to meet specifications.

We are unable to meet bond requirements.

Specifications are not clear (explain in Remarks below).

We are unable to meet insurance requirements.

Remove us from your list for this commodity or service.

Other (explain).

Remarks

Company Name:

Signature:

Telephone:

Date:

Note: If you are not submitting a bid, please e-mail this “Statement of No Bid” form to

Neil.Struchtemeyer@courts.mo.gov, otherwise disregard and submit the required

submittal pages, marked “Return Page” by mail or messenger.

Jackson County Family Court

“Guiding Families to a Brighter Tomorrow.”

Bid number 10013017

1.0 Intention

Refrigeration Equipment Preventative Maintenance and Emergency Service

1.1 It is the intention of this solicitation to establish and award a Refrigeration Equipment PM and

Emergency Service agreement between the Jackson County Family Court (herein referred to as the “Family

Court”) and a qualified Refrigeration Service Company (herein referred to as the “Contractor”) pursuant to the

pricing, specifications, terms, conditions and any amendments, if issued as set forth in this solicitation and in

consideration of the mutual covenants contained herein.

1.1.1 Upon acceptance of the contractor’s bid response by the Family Court, the court shall issue a

contract award letter. Acceptance of the court’s contract award letter by contractor shall then constitute

a binding agreement, thus eliminating the need for a formal signed contract.

1.2 The contract shall be an open NET30 account (pay by invoice) and billed accordingly. The Family Court

Purchasing Department shall issue a purchase order as a means to encumber funds. Invoices shall be paid from

said purchase order number. A new purchase order shall be issued as required and at the beginning of each

calendar year during term of contract. No invoices shall be paid without a purchase order number.

1.3 This shall be a three (3) year fixed price agreement from April 1, 2026 through March 31, 2029 to

include three (3) additional one-year renewal periods.

2.0 Scope of service

2.1 Under this agreement, the contractor shall provide periodic inspections, preventive maintenance

(provided on an annual, semi-annual and/or quarterly basis) and preventive maintenance materials of all

equipment as listed herein, to include all service labor, including emergency service. Contractor provides all

materials, parts and supplies including refrigerant; but shall not be responsible for the replacement of entire

systems not covered under this agreement as defined by Major Repairs.

2.1.1 Major Repairs shall consist of compressors, condenser coils and evaporator coils. This agreement

shall be all-inclusive with regards to all service calls and non-major repairs. Service Calls under this

agreement shall be included at straight time only. Overtime Calls to be billed at the proposed overtime

rate of this agreement.

2.1.1.1 Prevailing Wage would only apply if a major component replacement, valued at over

$75,000.00 is needed.

2.2 The following is the known list of equipment and locations. Note: Some equipment may have changed.

Location

Family Court Justice Center

Detention Kitchen

625 East 26th Street

Kansas City, Missouri 64108

Make

McCall Reach-in Freezer

True Freezer

True Freezer

Traulser

Balley Walk-In Cooler

Crown Tonka

Hobart

Beverage Air Milk Cooler

Model

1070F

TS-49F-HC

T-72F-HC

620004P

DFN

DFN

03

SM34N

Serial Number

M-087659

9592827

9593348

T78657017

B2293

B2293

32-1071870

130142ZC

Company name

|

Authorized signature

Return Page

|

Print name

|

Date

Page 1 of 17

Jackson County Family Court

“Guiding Families to a Brighter Tomorrow.”

Commodity Codes

• NAICS 238220Plumbing, Heating, and Air-Conditioning Contractors
• NAICS 811310Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance

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