Project Information

Bid Title

2026-02 HVAC System Replacement, Sheriff's Dept

Issuing Agency

Cole County

Location

Missouri

Published Date

Jan 26, 2026

Closing Date

Feb 19, 2026

Government Level

State & Local

Status

Closed

Ref. #

2026-02

Original Source

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Bid Documents

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Project Description

Bid Number:	2026-02
Bid Title:	2026-02 HVAC System Replacement, Sheriff's Dept
Category:	Building Maintenance, Repair & Operational Supplies, Equipment & Services
Status:	Open

Publication Date/Time: 1/18/2026 8:00 AM Closing Date/Time: 2/19/2026 3:00 PM Bid Opening Information: 2/19/2026 @ 3:00 pm Pre-bid Meeting: 2/5/2026 @ 10:30 Miscellaneous: MANDATORY PRE BID MEETING - FEBRUARY 5TH AT 10:30 A.M. Related Documents: 2026-03 HVAC Replacement, Sheriff Dept HVAC REPLACEMENT MMEA DRAWINGS

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COUNTY OF COLE - MISSOURI

REQUEST FOR BID

2026-03: HVAC SYSTEM REPLACEMENT

COLE COUNTY SHERIFF DEPARMTNET

SUBMISSIONS SHALL BE ACCEPTED UNTIL

THURSDAY, FEBRUARY 19, 2026 at 3:00 p.m. CENTRAL

AND RECEIVED AT:

COLE COUNTY COMMISSION

311 EAST HIGH STREET, ROOM 200

JEFFERSON CITY, MO 65101

______________________________________ ______________________________________

Company Name

Direct Contact Name (Typed/Printed)

__________________________________________ __________________________________________

Mailing Address

Title

__________________________________________ __________________________________________

City/State/Zip

Email

__________________________________________ __________________________________________

Office Telephone Number

Direct Line or Extension

I hereby certify that I am submitting the following information on behalf of the above-listed company and understand that by

virtue of executing and returning with this response this REQUIRED RESPONSE FORM, I further certify full, complete and

unconditional acceptance of the terms and conditions of this invitation, all attachments and the contents of any addendum

released hereto. (Submission must be signed by an officer or employee having authority to legally bind the respondent.)

______________________________________

Authorized Signature

______________________________________

Title

_______________________________________

Authorized Name (Typed/Printed)

_______________________________________

Date

REQUEST FOR BID

Sealed offers will be accepted by the Cole County Commission for consideration in provision of the

following:

2026-03

HVAC SYSTEM REPLACEMENT, SHERIFF DEPT

Submissions will be received at the office of the Cole County Commission, 311 East High Street, Room 200,

Jefferson City, MO 65101 until 3:00 p.m. on Thursday, February 19th, at which time they will be publicly

opened and taken under advisement. Bidders should be aware that submissions are public record under state

law. Specifications are available at www.colecounty.org or by contacting Lexi Buechter at

abuechter@colecounty.org or (573) 634-9168.

NEWS TRIBUNE: Jan 18, 25, Feb 1

Legal Notices

Cole County Commission

311 East High Street

Jefferson City MO 65101

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COLE COUNTY COMMISSION

PURCHASING

311 EAST HIGH STREET, ROOM 200

JEFFERSON CITY, MISSOURI 65101

REQUEST FOR BID

1.0 OVERVIEW

1.1 NOTIFICATION. This document constitutes a request for competitive, sealed offers per the Terms

and Conditions of bidding and any special conditions set forth herein in order to facilitate the

replacement of the current heating, ventilation, and air conditioning (HVAC) system in operation at

the Cole County Annex Building located at 311 East High Street, Jefferson City, Mo 65101.

Respondents are responsible for being thoroughly familiar with all specifications and requirements

stated herein. Failure to examine any relevant document or provision thereof will not relieve the

successful respondent from any obligation under this bid. Qualified organizations are requested to

prepare an offer in response to this invitation and in doing so, concur with all terms, conditions,

specifications and addenda to this bid unless specifically noted otherwise in a separate section titled

“EXCEPTIONS” and certify that if awarded a contract, will make no claim against the County based

upon unfamiliarity of or misunderstanding of the specifications.

1.2 MANDATORY PRE-BID MEETING. A mandatory pre-bid meeting will begin at 10:30 am Central on

Thursday, February 5th at the Cole County Sheriff’s Department classroom located at 350 East High

Street, Jefferson City, Mo, 65101. Attendance is a prerequisite for submitting a response to this

invitation and will be evidenced by the representative’s signature on the attendance roster. This

meeting will provide an opportunity for potential respondents to view the sites of work, ask

questions and seek clarification on the outlined requirements prior to submitting a response.

Attendees will be responsible for supplying any and all tools and equipment necessary for project

evaluation.

1.3 QUESTIONS, REQUESTS FOR CLARIFICATION OR INTERPRETATION. Respondents are advised that

all questions concerning the meaning or intent of these specifications must be submitted in writing

and received at least five (5) business days prior to the date scheduled for bid opening. All inquiries

shall be directed to:

Lexi Buechter

abuechter@colecounty.org

As of the issuance date of this invitation and continuing until the final date for acceptance of

submissions, all respondents or potential respondents are specifically directed not to discuss,

hold meetings, conferences, or technical discussions with any County employee for the purpose

of responding to this invitation except as otherwise permitted by this bid document.

Respondents should not otherwise ask any County official or employee questions about the bid or

related issues, either orally or by written communication. Respondents directly contacting other

County employees risk elimination from further consideration.

1.4 ISSUANCE OF ADDENDA. Every attempt shall be made to ensure that all written questions receive an

adequate and prompt response. However, in order to maintain a fair and equitable bid process, all

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respondents will be advised of any questions submitted, the County’s response, and any other

pertinent information related to this invitation via the issuance of addenda, which will be posted at

www.colecounty.org. All issued addenda are incorporated by reference as if fully set out herein.

Respondents are cautioned that the only official position of the County is that which is issued in

these specifications or by addendum thereto; no other means of communication, whether written or

oral, shall be construed as a formal or official response or statement.

An addendum may contain information that could affect bid responses. It shall be the responsibility

of the respondent to verify whether addenda have been issued prior to submitting an offer and to

incorporate that information into their response; the County assumes no liability for respondents’

failure to do so. Further, failure to have requested an addendum covering any questions affecting the

interpretation of these specifications shall not relieve the awarded party from delivering the

completed project, product and/or service in accordance with the intent of these specifications.

1.5 BID OPENING. Submissions will be publicly opened in the Cole County Commission Chambers at

311 East High Street, Room 200, Jefferson City, Missouri on Thursday, February 19th at 3:00 p.m.

Central. Respondents and the public are invited but not required to attend the formal bid opening.

All documents will be made available for public inspection, but no decision relating to the award of

the contract or agreement will be made at the bid opening.

1.6 ADVICE OF AWARD. Upon bid award by the Cole County Commission, award notification letters

with a bid tabulation summarizing responses received will be sent via email to all parties that

submitted a response to this invitation.

2.0 TERMS AND CONDITIONS

2.1 INCURRING COSTS. Cole County shall not pay for any information requested herein nor be

obligated or liable for any cost incurred by any respondent in submitting a response.

2.2 RESERVATIONS. The right is hereby reserved to reject any or all submissions for any reason, in part

or in whole, received in response to this solicitation; to waive or not waive informalities or

irregularities in any response or the bidding procedures; to request supplementary information from

respondents as determined necessary to effectively evaluate responses; to cancel this solicitation,

advertise for new and/or purchase off of cooperative purchasing contract(s); and to accept, request

clarification or further negotiate the terms, conditions and/or methodology of any response if, in Cole

County’s sole judgment, the best interests of Cole County will be so served.

2.3 MODIFICATION/WITHDRAWAL. Receipt of written notice or an in-person request from a properly

identified individual prior to the official date and time set for bid opening must occur in order to

modify or withdraw a submission which has been delivered to the office of the Cole County

Commission.

2.4 VALIDITY. Respondents agree that submissions will remain valid for consideration by the County

for a minimum period of ninety (90) calendar days after the date specified for bid opening.

2.5 RESPONSE MATERIAL OWNERSHIP. All material submitted in response to this solicitation becomes

the property of Cole County and may be disclosed upon proper Sunshine Law request per

610.021(12) RSMo.

2.6 EXCEPTIONS. The wording of this solicitation may not be changed or altered in any manner.

Taking exception to any clause in part or in whole does not necessarily disqualify a respondent. Any

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such exception shall be clearly identified and described in full detail in the respondent’s submission.

Exceptions will be evaluated and accepted or rejected by Cole County, whose decision shall be final

and conclusive. In the absence of such declaration(s), the response shall be accepted as in strict

compliance with all terms, conditions, and specifications requested and the awarded party shall be

held responsible for providing the product or service accordingly.

2.7 RESTRICTIVE LANGUAGE. It shall be the responsibility of respondents to ask questions, request

changes or clarification, or otherwise advise Cole County if any language, specification or

requirement of this solicitation appears to be ambiguous, contradictory, and/or arbitrary, or appear to

inadvertently restrict or limit responses to a single source. Such notification must be directed to the

Purchasing Agent and received at least five (5) business days prior to the date set for bid opening.

2.8 INTERPRETATION. If a respondent has any questions which arise concerning the true meaning or

intent of these bid documents, plans or any part thereof which affect the cost, quality, quantity, or

character of the project or service, respondent shall request in writing that an interpretation be made

and an addendum be issued which shall then be posted at www.colecounty.org. Failure to have

requested an addendum covering any questions affecting the interpretations of the bid documents

shall not relieve the successful respondent from delivering the product, service or completed project

in accordance with the intent of the bid documents. Should any differences arise as to the meaning

or intent of these specifications, Cole County’s interpretation shall be final and conclusive.

2.9 EQUIVALENT MATERIAL/EQUIPMENT. Any listed manufacturer/model number(s) or a definite

reference to a particular material or piece of equipment is intended to establish a minimally

acceptable design, type, quality, functional capacity, and/or desired performance level. It is to be

understood that any equivalent alternate which will perform adequately the duties imposed by the

general design may be proposed and bid so long as sufficient details necessary to establish

equivalency are included in the submission. Acceptance is subject to approval of the County which

may request further information, sample(s) and/or a demonstration prior to bid award. Cole County

shall be the sole judge of equivalency.

2.10 LIKE OR SIMILAR PRODUCT. Cole County reserves the right, at its sole discretion, to obtain “like or

similar” product(s) and/or service(s) to that which has been specified herein when use of such

product or service is deemed in the best interest of the County of Cole

2.11 BID FORMS. Bids made on anything other than the official bid form(s), if furnished by Cole County,

will render the bid informal and may cause its rejection.

2.12 QUALIFICATIONS OF RESPONDENTS. Cole County may make such investigations as deemed

necessary to determine the ability of any respondent to provide the product and/or service described

herein. Respondent shall furnish to the County all such information and data for this purpose that the

County may request. The County reserves the right to reject any submission if the evidence

submitted by the respondent or investigation of such respondent fails to satisfy the County that such

respondent is properly qualified to carry out the obligations of the contract and/or to complete the

work contemplated herein.

2.13 PRICES. Prices must be stated in units of quantity specified and must be firm. Pricing submitted

shall include all cost, of whatever nature, that is involved in achieving the good or service per the bid

documents.

2.14 TAX EXEMPTION. Cole County is funded by public monies and as such has been approved by the

State of Missouri for sales/use tax‐exempt status. The Missouri tax identification number and

certificate is available to the successful respondent upon request.

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Commodity Codes

• NAICS 238220Plumbing, Heating, and Air-Conditioning Contractors

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