Ellis County - Courthouse HVAC Replacement Design Build Services - 2026
Ellis CountyCounty · Ellis County, KS- Due
- Dec 1, 2026
- 18 days left
- Posted
- Nov 9, 2026
- Primary contact
- Darin Myers
- (785) 625-1061
The 30-second brief
Ellis County requests design-build proposals for the removal of the existing Variable Refrigerant System (VRF) and the design and installation of a new water-to-air heat pump system (WSHP) at the Ellis County Courthouse located at 107 West 12th Street in Hays, Kansas. The project includes mechanical, electrical, plumbing, and structural design work, hydronic loop piping, cooling towers, boilers, pumps, Honeywell DDC energy management controls, and testing and balancing. Submissions are due by December 1, 2026, at 12:00 PM CDT. A mandatory pre-bid meeting is scheduled for November 18, 2026, at 8:30 AM on site. Requirements include a 5% bid bond, performance and payment bond, 2-million-dollar umbrella liability insurance, employee background checks per KCJIS, and contractor site visits.
Removal of existing VRF system, Design and installation of new WSHP system, Hydronic heat pump piping loop, FRP cooling tower, High-efficiency hot water heating boilers, Centrifugal base-mounted pumps with VFDs, Honeywell DDC energy management system, T-A-B services
Price of Project (35%), Experience, Past Performance, and Qualifications (30%), Scheduled Timeline (15%), Financial, Technical Resources, and Contractor Integrity (10%), Required Site Visit and Thoroughness of Site Visits (10%)
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Summary
Ellis County requests design-build proposals for the removal of the existing Variable Refrigerant System (VRF) and the design and installation of a new water-to-air heat pump system (WSHP) at the Ellis County Courthouse located at 107 West 12th Street in Hays, Kansas.
The project includes mechanical, electrical, plumbing, and structural design work, hydronic loop piping, cooling towers, boilers, pumps, Honeywell DDC energy management controls, and testing and balancing. Submissions are due by December 1, 2026, at 12:00 PM CDT. A mandatory pre-bid meeting is scheduled for November 18, 2026, at 8:30 AM on site. Requirements include a 5% bid bond, performance and payment bond, 2-million-dollar umbrella liability insurance, employee background checks per KCJIS, and contractor site visits.
EVALUATION CRITERIA
REQUIRED DELIVERABLES
8- Removal of existing VRF system
- Design and installation of new WSHP system
- Hydronic heat pump piping loop
- FRP cooling tower
- High-efficiency hot water heating boilers
- Centrifugal base-mounted pumps with VFDs
- Honeywell DDC energy management system
- T-A-B services
REQUIRED ATTACHMENTS
14- Performance Bond
- 5% Bid Bond
- Executive Summary
- Firm Profile
- Project Services and Related Experience
- Respondent References
- Work Plan and Schedule
- Cost Proposal
- Certification of Eligibility
- Subcontractor List
- CJIS Security Awareness Statement
- Criminal Justice Information Security Addendum
- Legal Name and Address of Respondent
- RFP Signature Form
- Submit to
- 1105 East 22nd Street, Hays, KS 67601
- Scope location
- Hays, Kansas
Questions about this RFP
How do I respond to this RFP from Ellis County?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is December 1, 2026. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: 1105 East 22nd Street, Hays, KS 67601. For questions, contact Darin Myers.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including Ellis County in KS, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Darin Myers at (785) 625-1061. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: Removal of existing VRF system, Design and installation of new WSHP system, Hydronic heat pump piping loop, FRP cooling tower, High-efficiency hot water heating boilers, Centrifugal base-mounted pumps with VFDs, Honeywell DDC energy management system, T-A-B services. Proposals should clearly address how each deliverable will be met.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Price of Project (35%), Experience, Past Performance, and Qualifications (30%), Scheduled Timeline (15%), Financial, Technical Resources, and Contractor Integrity (10%), Required Site Visit and Thorou..." Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from Ellis County?
All active and historical solicitations from Ellis County are tracked and searchable. As a county agency, Ellis County regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
Is this solicitation still open for submissions?
Based on the posted deadline of December 1, 2026, this solicitation appears to still be accepting submissions. Deadlines may change through amendments or addenda, so always verify the current status directly with the issuing agency before preparing your response.
What documents are required to bid on this RFP?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Performance Bond, 5% Bid Bond, Executive Summary, Firm Profile, Project Services and Related Experience, Respondent References, Work Plan and Schedule, Cost Proposal, Certification of Eligibility, Sub. Review the full document from Ellis County for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Hays, Kansas. Review the full solicitation for detailed scope requirements.
