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Jennings County declares emergency to replace courthouse HVAC equipment and authorizes expedited quotes
Summary
Commissioners adopted a resolution declaring an emergency for replacement of the Jennings County Courthouse HVAC system, directing staff to solicit expedited quotes from local contractors and suspend portions of typical procurement timelines to avoid further failures.
Jennings County commissioners adopted a resolution declaring an emergency to replace the heating, ventilation and air conditioning equipment at the Jennings County Courthouse after maintenance staff described recurring failures and difficulties sourcing parts for a system installed in the early 1990s.
The county’s maintenance representative described repeated component failures and said service vendors have warned that parts are increasingly difficult to obtain. “We’re to the point of we’re fanning with fire because… we’re going to die on ourselves by just trying to keep this thing going,” the maintenance representative said, describing repeated pump replacements and cooling transitions that have not fully restored reliable service.
To avoid lengthy procurement delays, the resolution authorizes the county to suspend certain provisions of Indiana purchasing laws applicable to low-bid procurements and requires at least two quotes be solicited. The resolution named two initial contractors to be invited to quote: a Columbus-based firm (listed in the resolution) and Cook Mechanical of North Vernon. Commissioners were told each contractor would design a replacement system and obtain necessary engineer sign-offs as part of their proposals.
Commissioners discussed scheduling and logistics, asking whether phased work would allow courthouse operations to continue during installation. Staff said work can be scheduled in seasons when the building’s heating or cooling load permits partial outages and that contractors had indicated multi-month lead times for equipment. The board instructed staff to solicit quotes as soon as possible and to invite additional qualified bidders if appropriate.
A commissioner moved to adopt the emergency resolution and to authorize staff to solicit the required quotes; the motion was seconded and carried by unanimous vote.
The resolution allows the county to expedite procurement and requires the maintenance director to make a recommendation to the commissioners after receiving quotes. The resolution did not include a dollar amount for the replacement; commissioners and staff noted equipment lead times and the need for an engineer-signed design as part of contractors’ proposals.
