Replacement of an evaporator coil package within an existing unit.

SHAWNEE COUNTY
REQUEST FOR PROPOSAL
(RFP)
Quotation Number: 019-26 Vendor Name: ______________________________
Date Issued: 04/16/2026 Address: ___________________________________
Closing Date: 05/08/2026, 2:00 pm Phone Number:______________________________
THIS IS NOT AN ORDER
1. In communications, always refer to the above quotation number.
2. All prices and conditions must be shown. Additions or conditions not shown on this bid will not be
allowed.
3. Shawnee County reserve the right to accept or reject any part of, or all of, any bid or proposal.
4. All prices quoted are to be less Federal Excise Tax and Kansas Sales Tax.
5. Price quoted shall remain firm for ninety (90) days after bid closing date.
*SHAWNEE COUNTY HAS AN ELECTRONIC BID SYSTEM*
All vendors are required to create an online portal account (www.snco.gov/purchasing) in order to receive
or submit bid requests. All responses must be submitted through the bid portal
ITEM AND DESCRIPTION
Shawnee County is soliciting sealed bids for the replacement of the evaporator coil package within an
Engineered Air Model # FWE453/DJE100/M/O; Serial #DK7625 RTMZ-1 within the Adult Detention
Center 1998 Addition (Rooftop Unit #1),per the following minimum requirements.
SCOPE & INFORMATION
This project is for the replacement of the evaporator coil package within an Engineered Air Model
#FWE453/DJE100/M/O; Serial #DK7625 RTMZ-1. The unit sits on the rooftop of the 1998 addition to the
Adult Detention Center (5-story building), on the campus of the Shawnee County Department of
Corrections. The specific scope of this project is as follows:
Recover remaining refrigerant from all three circuits and properly dispose.
* Disconnect refrigerant piping and specialty connections from coil and properly dispose those components
that will not be reinstalled.
* Disassemble unit sufficient to allow removal of evaporator coil which has non-repairable leaks.
* With the use of crane service, remove existing coil and lower it to ground. Haul off and properly dispose.
* Hoist new coil to roof and install it in unit.
* Reconnect to refrigerant piping and install three new thermal expansion valves and three liquid line
driers.
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* Evacuate all three circuits to manufacturer's recommended level, checking disturbed areas for leaks.
* Charge each circuit with new R-407c refrigerant.
* All materials, parts, labor, standard shipping and complete system start up and check out shall be
included.
RFP QUESTIONS
All questions regarding this RFP should be submitted through the Shawnee County Online Bid Portal.
The last day to submit questions: Tuesday, May 5, 2026 at 1:00 pm (local time). Questions submitted
after this deadline will not be answered.
RESPONSE REQUIREMENTS
Responses should assume that the county has had no previous knowledge of their products, services or
capabilities. Emphasis should be placed on a clear complete presentation of factual information. They
should include the following:
Cover Letter: Cover Letter stating that the vendor formally submits their proposal for consideration
in the selection process for this RFP. The letter shall briefly state the Proposer's understanding of the
work to be done, the commitment to perform and work within the time period, a statement of why the
firm believes itself to be best qualified to perform the services and a statement that the proposal is a
firm and irrevocable offer for ninety (90) days from the date of the Proposal opening.
Attachment 1 which includes:
Contact information for follow-up questions
o
Pricing schedules
o
References, three (3) that demonstrate experience with-in the last 5 years on similar
o
projects
Exceptions to terms and conditions, if any exist
o
BOND INFORMAITON
Work completed on county property that exceeds $100,000 requires a public works (payment) bond must be
filed with the Clerk of the District Court as required by K.S.A. 60-1111
PLEASE SUBMIT ATTACHMENT 1 AS THE FIRST PAGE OF YOUR BID
BID RESPONSE
Document Information: The bid portal will only allow one PDF document uploaded for a response. It is
your responsibility to make sure the uploaded file is the correct, complete and contains all required
information and signatures. The document file name should only contain spaces and letters or numbers,
please do not use special characters or dashes. The file can be changed until the bid close time.
Closing Date: Bids will be received until 2:00 p.m. CDT on the scheduled closing date. The online bid
portal will not accept any new bids after this time.
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Signature of Bids: Each bid must show in the space provided the complete business or mailing address of
the bidder and must be signed by him/her with his/her usual signature.
Withdrawal of Bids: Bids already submitted may be withdrawn on the Electronic Bid System or upon
proper identification of bidder and provided request is received prior to time of closing. Negligence on the
part of the bidder in preparing the bid confers no right for the withdrawal after the time set for closing of
bids.
Submitting Multiple Bids: The online bid portal will only allow one file to be uploaded per bid, per
company. If you are submitting multiple bids, please complete the Multiple Bids Cover Page and attach as
the first page of your bid upload. The document can be found under Purchasing in the bid portal.
Register Your Company: For a mandatory pre bid meeting, you must be registered in our bid portal for us
to record you as an attendee. If you are not marked as attended, the system will not allow you to upload a
bid response. To receive automatic updates on RFP subscribe to the bid types. If a RFP has a mandatory pre
bid meeting it will be clearly marked on the RFP and in the bid portal.
Please Submit Your Bids Early: In case you have problems getting your bid to upload and need assistance,
we suggest you submit before 1:30 pm. Please contact us at once if you have issues uploading. Our system
will not allow any bids to be uploaded after 2:00 pm. If your pricing changes, you can replace your bid in
the system any time before the 2:00 closing.
Bid Openings: All bids submitted before the specified bid closing time shall be opened and properly
recorded on the bid tabulation sheet. Subsequent to the bid opening, all bids shall be thoroughly evaluated
and a determination made as to their compliance with applicable specifications. The appropriate County
department head shall make this determination. Upon completion of the above determination, an analysis of
all bids submitted shall be prepared and formally presented to the Board of County Commissioners for
acceptance and approval of the lowest and/or best bid. The Board of County Commissioners reserves the
right to accept or reject any and/or all bids and to waive any irregularities or informalities therein.
Notice to Successful Bidders: The successful bidder will be notified by email or telephone as soon as
possible after bids have been opened, tabulated, and analyzed.
Notice to Unsuccessful Bidders: Unsuccessful bidders will not be notified.
Submission of Questions: All questions must be submitted through the bid portal. Respondents are
encouraged to review all RFP documents prior to submitting questions. By submitting questions the bidder
acknowledges that they have reviewed the RFP in full and make reasonable efforts to locate answer prior to
submitting the question to the portal. The County reserves the right not to respond to questions that are
duplicate, irrelevant, or demonstrate that the respondent has not reviewed the RFP in full.
Disclosure of Proposal Content and Proprietary Information: All proposals become the property of the
Shawnee County. The Open Records Act (K.S.A. 45-215 et seq) of the State of Kansas requires public
information be placed in the public domain at the conclusion of the selection process, and be available for
examination by all interested parties. No proposals shall be disclosed until after a contract award has been
issued. Shawnee County reserves the right to destroy all proposals if the RFP is withdrawn, a contract award
is withdrawn, or in accordance with Kansas law. The online bid portal will not accept late proposals.
How to include Proprietary Information in your proposal: Trade secrets or proprietary
information legally recognized as such and protected by law may be requested to be withheld if
clearly labeled "Proprietary" on each individual page and provided in a clearly marked and separated
with the Proprietary Divider page, section within the pdf file uploaded to the online bid portal. Only
one file is allowed to be uploaded to the bid portal. Pricing information is not considered proprietary
and the bidder's entire proposal response package will not be considered proprietary.
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Proprietary Divider Page: This document is available to be downloaded in the bid portal
underneath the Purchasing section.
All information requested to be handled as "Proprietary" shall be submitted in the separate section
from the main proposal and clearly labeled and section off by the divider page. The bidder shall
provide detailed written documentation justifying why this material should be considered
"Proprietary". Shawnee County reserves the right to accept, amend or deny such requests for
maintaining information as proprietary in accordance with Kansas law.
Shawnee County does not guarantee protection of any information which is not submitted as required.
DEMANDSTAR POSTINGS
Demandstar Website: Shawnee County open projects are posted on Demandstar as a secondary posting.
Demandstar tracks broadcast and plan holder data. Bids must be submitted through the Shawnee County Bid
Portal.
Shawnee County Bid Portal: When an open project is posted, Shawnee County is not able to track who
downloads project information off the bid portal website. Bids must be submitted through the Shawnee
County Bid Portal to be considered. All projects are posted on the County website, not all projects are posted
on the Demandstar website. Registration is free.
TERMS AND CONDITIONS
In the event that goods or services delivered by the vendor are unsatisfactory and remain unsatisfactory after
a notice and an opportunity to correct the deficiencies, the County reserves the right to purchase substitute
goods or services from the other bidders.
Shawnee County reserves the right to negotiate separately with any vendor after the opening of this RFP
when such action is considered in its best interest. Subsequent negotiations may be conducted, but such
negotiations will not constitute acceptance, rejection or a counteroffer on the part of the County.
Shawnee County interprets the term "lowest responsible and best bidder" as requiring Shawnee County to:
A. Choose between the kinds of materials, goods, wares, or services subject to the proposal, and
B. Determine which proposal is most suitable for its intended use or purpose. Shawnee County can
consider among other factors such things as labor cost, service and parts availability and maintenance
costs of items upon which proposals are received. Shawnee County can determine any differences or
variations in the quality or character of the material, goods, wares or services performed or provided by
the respective vendors.
Shawnee County will award the bid. If the successful vendor refuses or fails to make deliveries of the
materials/services within the times specified in the RFP, purchase order or contractual agreement, Shawnee
County may by written notice, terminate the contract OR purchase order. The successful vendor will certify
and warrant that goods, personal property, chattels, and equipment sold and delivered are free and clear of
any and all liens, or claims of liens, for materials or services arising under, and by virtue of the provisions of
K.S.A. 58-201, et seq., and any other lien, right, or claim of any nature or kind whatsoever.
The vendor hereby certifies that he or she has carefully examined all of the documents for the project, has
carefully and thoroughly reviewed this RFP, understands the nature and scope of the work to be done; and
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that this proposal is based upon the terms, specifications, requirements and conditions of the RFP, and
documents. The vendor further agrees that the performance time specified is a reasonable time, having
carefully considered the nature and scope for the project as aforesaid.
Shawnee County reserves the right to enter into agreements subject to the provisions of the Cash Basis Law
(K.S.A. 10-1112 and 10-1113), the Budget Law (K.S.A.79-2935). Agreements shall be construed and
interpreted so as to ensure that the County shall at all times stay in conformity with such laws, and as a
condition of agreements the County reserves the right to unilaterally sever, modify, or terminate agreement
at any time if, in the opinion of its legal counsel, the Agreement may be deemed to violate the terms of such
law.
The vendor certifies that this proposal is submitted without collusion fraud, or misrepresentation as to other
vendors, so that all proposals for the project will result from free, open, and competitive proposing among
all vendors.
This RFP, responses thereto and any contract documents will be governed by the law of the State of Kansas.
Any dispute arising out of the same will be litigated only within the courts of the State of Kansas.
Vendor agrees that all data, documents, and information, regardless of form that is generated as a result of
this RFP are the property of Shawnee County. The County shall not be liable to reimburse any vendor for
the costs of creating, compiling or delivering the same to the County.
By submission of a response, the proposer agrees that at the time of submittal, it: 1) has no interest
(including financial benefit, commission, finder's fee, or any other remuneration) and will not acquire any
interest, either direct or indirect, that would conflict in any manner or degree with the performance of
proposer's services, or 2) benefit from an award resulting in a "Conflict of Interest." A "Conflict of
Interest" will include holding or retaining membership, or employment, on a board, elected office,
department, division, or bureau, or committee sanctioned by and/or governed by the Board of Shawnee
County Commissioners of the County of Shawnee, Kansas. Proposers will identify any interests, and the
individuals involved, on separate paper with the response and will understand that the County may reject
their proposal at its sole discretion.
No gifts or gratuities of any kind shall be offered to any County employee at any time.
The Proposer certifies that this proposal is submitted without collusion, fraud, or misrepresentation as to
other Proposers, so that all proposals for the project will result from free, open, and competitive proposing.
The County is exempt from the payment of Federal and excise taxes and from Kansas sales tax.
Vendor credit agreements are prohibited. Unless otherwise stated in this document, payment will be made
from vendor-submitted invoice(s) via ACH (automated clearinghouse network) transfer or credit card, net
30 days. Shawnee County will not complete any credit application or agree to credit terms supplied by
vendor. Shawnee County prefers to pay its vendor invoices via electronic fund transfers through ACH. To
initiate payment of invoices vendors shall execute the County's standard ACH Vendor Payment
Authorization Agreement which will be provided upon being awarded the RFP.
Nondiscrimination: Shawnee County is committed to the concept of equal employment opportunity. All
bidders and contractors are expected to comply with the provisions of K.S.A. 44-1030 and 44-1031, copies
of which are attached and shall be a part of this contract and other applicable Federal and Kansas laws
governing equal employment opportunity.
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In accordance with K.S.A 44-1030, vendor hereby agrees to the following:
A. He or she will observe the provision of the Kansas Commission on Human Rights and will not
discriminate against any person in the performance of work under the present contract because of race,
religion, color, sex, national origin, ancestry, or physical disability.
B. In all solicitations or advertisements for employees, he or she will include the phrase, "Equal
Opportunity Employer", or a similar phrase to be approved by the Kansas Commission on Human
Rights.
C. If he or she fails to comply with the manner in which he or she will be deemed to have breached the
present contract, and it may be canceled, terminated, or suspended, in whole or in part, by Shawnee
County, Kansas.
D. If he or she is found guilty of a violation of the Kansas Act Against Human Rights under a decision, or
order of the Kansas Commission on Human Rights which has become final, he or she will be deemed
to have breached the present contract, and it may be canceled, terminated, or suspended, in whole or in
part, by Shawnee County, Kansas; and,
E. He or she will include the provisions of subsections (a) through (d) inclusively of this paragraph in
every subcontract or purchase order so that such provision will be binding upon such subcontractor of
vendor.
Provisions of K.S.A. 44-1030 Statute:
Mandatory provisions applicable to contracts of the state and other political subdivisions; cancellation,
when; application to subcontract; non-application to certain contract. (a) Except as provided by subsection
(c) of this session, every contract for or on behalf of the state or any county or municipality or other political
subdivision of the state or any agency of or authority created by any of the foregoing, for the construction,
alteration or repair of any public building or public work or for the acquisition of materials, equipment,
supplies or services shall contain provisions by which the contractor agrees that:
1. The contractor shall observe the provisions of the Kansas act against discrimination and shall not
discriminate against any person in the performance of work under the present contract because of race,
religion, color, sex physical handicap unrelated to such person's ability to engage in the particular work,
national origin or ancestry.
2. In all solicitations or advertisements for employees, the contractor shall include the phrase, "equal
opportunity employer," or a similar phrase to be approved by the commission.
3. If the contractor fails to comply with the manner in which the contractor reports to the commission in
accordance with the provisions of K.S.A. 44-1032, the contractor shall be deemed to have breached the
present contract and it may be cancelled, terminated or suspended, whole or in part, by the contracting
agency.
4. If the contractor is found guilty of a violation of the Kansas act against discrimination under a decision
or order of the commission which has become final, the contractor shall be deemed to have breached the
present contract and it may be cancelled, terminated or suspended, in whole or in part, by the contracting
agency.
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5. The contractor shall include the provisions of paragraphs one (1) through four (4) inclusively of this sub-
section (a) in every subcontract or purchase order so that such provisions will be binding upon such
subcontractor or vendor. (b) The Kansas commission on civil rights shall not be prevented hereby from
requiring reports of contractors found to be not in compliance with the Kansas act against
discrimination. (c) The provisions of this section shall not apply to a contract entered into by a
contractor: (1) Who employs fewer than four (4) employees during the term of such contract; or (2)
Whose contracts with the governmental entity letting such contract cumulatively total five thousand
dollars ($5,000) or less during the fiscal year of such governmental entity.
Provisions of K.S.A. 44-1031 Statute:
Same; personnel to be used in performing contracts; reports; non-application to certain contractors. Every
person, as defined in subsection (a) of K.S.A. 44-1002, who wishes to enter into a contract which is covered
by the provisions of K.S.A. 44-1030 shall upon request of the commission, inform the commission in
writing of the manner in which such person shall recruit and screen personnel to be used in performing the
contract. The report shall be made on forms to be supplied by the commission. The provisions of K.S.A.
44-1030 and of this section shall not apply to any contractor who has already complied with the provisions
of such sections by reason of holding a contract with the federal government or a contract involving federal
funds.
History: L.1972, ch.184, & 15; L. 1975, ch. 264, & 8; L. 1977, ch. 183, & 2; July 1.
All questions regarding this bid should be posted on the online Electronic Bid System.
For problems with the online Electronic Bid System, please contact:
Shawnee County Audit Finance Department
e-mail: Auditfinance@snco.us phone: (785) 251 - 4039
The undersigned agrees with all terms and conditions stated above:
Signature _______________________________________________
Printed Name _______________________________________________
Title _______________________________________________
Email Address _______________________________________________
Phone Number _______________________________________________
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ATTACHMENT 1
Quotation Number: 019-26 Vendor Name: ______________________________
Date Issued: 04/16/2026
Closing Date: 05/08/2026, 2:00 pm
PRICING
Item Being Bid Total
Replacement of Evaporator Coil Package $_____________
Total Bid Price (in written form)
____________________________________________________________________DOLLARS
_______________________________ BY:_______________________________
COMPANY or FIRM NAME
DATE:_____________________________
Please email auditfinance@snco.us if you are experiencing trouble with fillable forms and would like an
alternate form.
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REFERENCES
Quotation Number: 019-26 Vendor Name: ______________________________
Date Issued: 04/16/2026
Closing Date: 05/08/2026, 2:00 pm
Company Name: Contact Person:
Address: Phone Number:
City, State, Zip: E-mail Address
Services provided:
Company Name: Contact Person:
Address: Phone Number:
City, State, Zip: E-mail Address
Services provided:
Company Name: Contact Person:
Address: Phone Number:
City, State, Zip: E-mail Address
Services provided:
Page 9 of 9

Rev. 01/2026
ATTACHMENT TO 6. ACCEPTANCE OF CONTRACT. This contract shall not be considered
SHAWNEE COUNTY CONTRACT C_________ accepted, approved or otherwise effective until the required approvals
and certifications have been given and this is signed by the Board of
CONTRACTUAL PROVISIONS ATTACHMENT County Commissioners of the County of Shawnee, Kansas.
The undersigned parties agree that the following provisions are hereby
incorporated into the contract to which it is attached and made a part thereof, 7. ARBITRATION & DAMAGES. Notwithstanding any language to the
said contract being dated the _______ day of ___________________, contrary, no interpretation shall be allowed to find the County has
20____. agreed to binding arbitration, or the payment of damages or penalties
upon the occurrence of a contingency. Further, the County shall not
1. TERMS HEREIN CONTROLLING PROVISIONS. It is expressly agreed agree to pay attorney fees and late payment charges.
that the terms of each and every provision in this attachment shall
prevail and control over the terms of any other conflicting provision in
8. REPRESENTATIVE'S AUTHORITY TO CONTRACT. By signing this
any other document relating to and a part of the contract in which this
document, the representative of the contractor thereby represents that
attachment is incorporated.
such person is duly authorized by the contractor to execute this
document on behalf of the contractor and that the contractor agrees to be
2. AGREEMENT WITH KANSAS LAW. It is agreed by and between the
bound by the provisions thereof.
undersigned that all disputes and matters whatsoever arising under, in
connection with or incident to this contract shall be litigated, if at all, in
9. RESPONSIBILITY FOR TAXES. To the extent that the County is exempt
and before a Court located in the State of Kansas, U.S.A., to the
from any federal, state or local taxes, the contractor will not invoice for
exclusion of the Courts of any other states or country. All contractual
such expenses. Any taxes which may be imposed or levied upon the
agreements shall be subject to, governed by, and construed according to
subject matter of this contract will be invoiced by the contractor and
the laws of the State of Kansas.
payable by the county.
3. TERMINATION DUE TO LACK OF FUNDING
10. INSURANCE. The County shall not be required to purchase, any
APPROPRIATION. Shawnee County is subject to the Kansas Cash
insurance against loss or damage to any personal property to which this
Basis Law, K.S.A. 10-1101 et seq. If, in the judgment of the Financial
contract relates, nor shall this contract require the County to establish a
Administrator, Audit-Finance Office, sufficient funds are not
"self-insurance" fund to protect against any such loss or damage.
appropriated to continue the function performed in this agreement and
Subject to the provisions of the Kansas Tort Claims Act (K.S.A. 75-
for the payment of the charges hereunder, County may terminate this
6101 et seq.), the vendor or lessor shall bear the risk of any loss or
agreement at the end of its current fiscal year. County agrees to give
damage to any personal property to which vendor or lessor holds title.
written notice of termination to contractor at least thirty (30) days prior
to the end of its current fiscal year. In the event this agreement is
11. AUTOMATED CLEARING HOUSE (ACH). Shawnee County prefers to
terminated pursuant to this paragraph, County will pay to the contractor
pay its vendor invoices via electronic funds transfers through the
all regular contractual payments incurred through the end of such fiscal
automated clearing house (ACH) network. Shawnee County may require
year. The termination of the contract pursuant to this paragraph shall
vendors to accept payments via ACH. To initiate payment of invoices,
not cause any penalty to be charged to the County or the contractor.
vendors shall execute the County's standard ACH Vendor Payment
Authorization Agreement. Upon verification of the data provided, the
4. DISCLAIMER OF LIABILITY. Neither the County of Shawnee nor any
Payment Authorization Agreement will authorize the County to deposit
department thereof shall hold harmless or indemnify any contractor for
payment for services rendered or goods provided directly into vendor
any liability whatsoever.
accounts with financial institutions. All payments shall be made in
United States currency.
5. ANTI-DISCRIMINATION CLAUSE. The contractor agrees: (a) to comply
with the Kansas Act Against Discrimination (K.S.A. 44-1001 et seq.)
and the Kansas Age Discrimination in Employment Act, (K.S.A. 44-
VENDOR/CONTRACTOR:
1111 et seq.) and the applicable provisions of the Americans With
Disabilities Act (42 U.S.C. 12101 et seq.) [ADA] and to not
__________________________________________
discriminate against any person because of race, religion, color, sex,
By:
disability, national origin or ancestry, or age in the admission of access
to or treatment or employment in, its programs or activities; (b) to
__________________________________________
include in all solicitations or advertisements for employees, the phrase
Title:
"equal opportunity employer"; (c) to comply with the reporting
requirements set out in K.S.A. 44-1031 and K.S.A. 44-1116; (d) to
__________________________________________
include those provisions in every subcontract or purchase order so that
Date:
they are binding upon such subcontractor or vendor; (e) that a failure to
comply with the reporting requirements of (c) above or if the contractor
BOARD OF COUNTY COMMISSIONERS
is found guilty of any violation of such acts by the Kansas Human
SHAWNEE COUNTY, KANSAS
Rights Commission, such violation shall constitute a breach of contract;
(f) if the contracting agency determines that the contractor has violated
_________________________________________
applicable provisions of ADA, that violation shall constitute a breach of
William D. Riphahn, Chair
contract; (g) if (e) or (f) occurs, the contract may be cancelled,
terminated or suspended in whole or in part by the County.
_________________________________________
Parties to this contract understand that subsections (b) through (e) of
Date:
this paragraph number 5 are not applicable to a contractor who employs
fewer than four employees or whose contract with the County totals
ATTEST:
$5,000 or less during this fiscal year.
_________________________________________
Lisa Schmitt, Shawnee County Clerk