Cole County Commission approves series of sole‑source contracts, tool purchase and service agreements

COLE COUNTY, Mo. — The Cole County Commission on Tuesday, Dec. 31, 2024, approved a slate of procurement items including sole‑source vendor forms, a $27,430.30 access‑control equipment contract, a courthouse clock‑tower maintenance agreement and an order for mechanic tool sets intended to outfit county maintenance staff.

The most significant purchasing actions were approval of a $27,430.30 quote for access‑control equipment and installation from SWC of Kansas City and authorization to order mechanic tool sets from Snap‑on Industrial through Sourcewell. Commissioners also approved a one‑year renewal for medical‑grade oxygen with Airgas and signed sole‑source forms for several vendors whose supplies must be compatible with existing county systems.

Why it matters: the purchases affect county operations and maintenance capacity heading into 2025, and several approvals were presented as time‑sensitive because quoted prices were valid only through the end of the year.

Key approvals and outcomes

- Medical‑grade oxygen renewal (contract no. 823‑28): Commission approved a one‑year renewal with Airgas for EMS oxygen supplies; staff said the vendor proposed a 1.5% price increase and that the county’s EMS contact (identified in the packet as “Eric”) recommended renewing. Motion passed.

- Access‑control equipment and sole‑source: The commission approved signing a sole‑source form and an equipment purchase order with SWC of Kansas City for access control at the Public Works facility. The attached quote approved at the meeting was $27,430.30. Commissioners noted the ad for the sole‑source had run in the paper. Motion passed.

- Courthouse clock‑tower maintenance: The commission approved a maintenance agreement with S & M Climate (listed in the packet/remarks as the contractor for clock‑tower work) to continue quarterly maintenance at $12,000 annually. Staff reported a recent repair required remachining a broken gear. Motion passed.

- Security supplies sole‑source: Commissioners approved a sole‑source form for Accurate Controls for sheriff’s‑department security supplies; staff said the supplies must be compatible with the sheriff’s existing system. Motion passed.

- HVAC sole‑source for sheriff’s department: The commission approved a sole‑source form for CNC Group to provide HVAC maintenance and related supplies for 2025 on an as‑needed basis. Motion passed.

- EMS needles/supplies sole‑source: Commissioners approved a sole‑source form for Teleflex for needles and related EMS equipment that staff said are the only compatible option for current equipment. Motion passed.

- Ballot printing sole‑source: The commission approved signing a sole‑source agreement with Henry M. Adkins and Son for ballot printing and related services; staff stated Adkins is the authorized agent for the county’s voting system. Motion passed.

- Mechanic tool sets: The commission approved purchasing tool kits for central maintenance mechanics through Snap‑on Industrial via Sourcewell. Staff said the county will purchase two complete tool sets in 2025 and a third set in 2026; the meeting packet and remarks contained two different quoted totals (the quote was reported in discussion as $49,462.28 and later a final price was stated in the motion as $49,004.62). Commissioners cited recruitment and replacement‑guarantee benefits and approved the purchase to avoid an anticipated price increase. Motion passed.

- Air‑service participation agreement: Commissioners approved signing an air‑service guarantee/participation agreement with the City of Columbia (COU); the item had been presented by Stacy Buttons the prior week and passed the county vote 2–1 before being signed at this meeting. Motion passed.

- Closed session motion: The commission voted to enter closed session pursuant to Missouri Revised Statutes §610.021 to discuss personnel matters (subsection 13) and security matters (subsection 19). A roll call was taken with affirmative votes recorded (Sam, Carrie, Jeff were recorded as voting “yes” during roll call). Motion passed.

What commissioners and staff said

Staff noted the Airgas renewal included a small price increase but recommended renewal because the county has been satisfied with service. On the access‑control purchase, staff said the equipment is a one‑time installation rather than a maintenance contract and that ongoing service will be handled under the county’s existing contract with SWC through IT.

On the Snap‑on tool purchase, staff explained the county currently provides an $85 monthly stipend to mechanics and that buying standardized tool sets would reduce long‑term costs and lower hiring barriers for new mechanics. Commissioners queried the apparent discrepancy in the quoted totals before approving the motion.

Next steps and timing

Several vendor approvals were presented as time‑sensitive; staff requested ordering the Snap‑on tool sets before a price increase that would take effect the following day. Signed sole‑source forms will be retained and contracts issued or renewed for calendar year 2025.

Votes at a glance (as recorded in meeting minutes)

- Airgas renewal (contract 823‑28): approved (motion/mover/second recorded in minutes). - SWC of Kansas City access control: approved, quote $27,430.30. - S & M Climate clock‑tower maintenance: approved, $12,000 annually. - Accurate Controls sole‑source for sheriff’s supplies: approved. - CNC Group HVAC sole‑source for sheriff’s department: approved. - Teleflex sole‑source for EMS needles: approved. - Henry M. Adkins and Son — ballot printing sole‑source: approved. - Snap‑on Industrial tool kits (Sourcewell): approved; quoted in discussion as $49,462.28 and later stated in the motion as $49,004.62. - Air‑service participation agreement with City of Columbia (COU): approved. - Motion to enter closed session under Mo. Rev. Stat. §610.021 subsections 13 and 19: approved by roll call.

Ending: The commission completed these items and moved later in the meeting to address budget finalization and to convene in closed session as recorded.