Cole County moves toward design‑build RFP for jail HVAC, opts to prioritize three 'pod' units

Cole County commissioners directed staff Dec. 9 to pursue a design‑build request for proposals to address aging rooftop HVAC units at the county jail, with a base bid focused on pod units and alternates for additional replacements.

Commissioners and staff discussed whether to replace three pod units now, replace four high‑priority units, or replace all 12 units in a single contract. Speakers raised three operational constraints: spotty maintenance records for each unit, warranty timing if multiple units are installed at once, and crane logistics for larger rooftop units that require heavier lifts. Speaker 2 emphasized the lack of maintenance documentation: "I just don't see where anything justifies buying all these new ones." Speaker 9 noted some units have had substantial prior investment and should be retained for parts.

After back‑and‑forth about bid formats, warranties and the potential cost of multiple crane mobilizations, commissioners endorsed issuing a design‑build RFP that lists pods 3, 4 and 5 as the base bid and includes alternates for replacing all units. The commission also instructed staff to schedule a mandatory pre‑bid conference so prospective contractors can see site constraints and submit realistic pricing. Speaker 5 said the RFP will be worded to allow multiple proposals so contractors can submit alternative solutions.

The motion to proceed with the design‑build model and base bid for the pod units was seconded and approved. Commissioners asked staff to include estimated crane costs as an alternate and to compile existing maintenance histories before finalizing the contract award.

Next steps: county staff will draft the RFP language to reflect base and alternate bids, require a pre‑bid conference and report back with timeline and estimated crane/logistics costs prior to advertisement.