Connecting fire suppression system to city water.

Location:	Kansas
Posted:	Mar 5, 2026
Due:	Mar 24, 2026
Agency:	Shawnee County
Type of Government:	State & Local
Category:	Z - Maintenance, Repair or Alteration of Real Property
Solicitation No:	013-26
Publication URL:	To access bid details, please log in.

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SHAWNEE COUNTY

REQUEST FOR PROPOSAL

(RFP)

Quotation Number: 013-26

Date Issued:

03-06-2026

Closing Date:

03-24-2026 2:00pm

Vendor Name: ______________________________

Address: ___________________________________

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.

ITEM AND DESCRIPTION

Shawnee County is soliciting sealed bids for replacement of the fire line for the Shawnee County

Department of Corrections Work Crew building, per the following minimum requirements.

PRE-BID MEETING

A MANDATORY pre-bid meeting and on-site inspection is being held as part of the RFP process. The

meeting will be held on:

March 17, 2026 at 10:30 AM

Shawnee County Department of Corrections – Work Crew Building

501 SE 8th Avenue

Attendance is mandatory at the pre-proposal conference. All questions requesting clarification of

items/issues discussed at the pre-proposal conference must be submitted in writing via the online bid portal.

Proposers should clearly understand that the only official answer or position of Shawnee County will be in

writing. Any modification to this Request arising from the pre-proposal conference, as well as answers to

written questions shall be made in writing by addendum and will be issued through the online bid portal.

Page 1 of 10

SCOPE & INFORMATION

Replace the Fire Line for the Shawnee County Department of Corrections Work Crew building. The project

includes the following items:

• Install 6” underground fire line. Tie in to be made on Northeast corner of building.

o The intent is to bore under 8th Street to fire riser room.

o Leave a 6” flanged connection within one foot of the finished floor inside of the building.

o Fire Riser Tie in will be coordinated with Jayhawk Fire & Sprinkler, so price should be included

in the bid

• Include tapping sleeve tie-in expenses with City of Topeka (estimated at $10,000.00).

• Provide private utility locating services.

• Saw cutting, removal, and replacement of all concrete surfaces.

• Barricade excavations and provide two sets of sidewalk closure signs.

o Any additional signage needed for work to be provided by subcontractors.

Work performed under this project shall be completed within 60 days of bid being awarded.

RFP QUESTIONS

All questions regarding this RFP should be submitted through the Shawnee County Online Bid Portal. The

last day to submit questions: Friday, March 20, 2026, by 5:00 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:

o Contact information for follow-up questions

o Direct questions

o Pricing schedules

o References, three (3) that demonstrate experience with-in the last 5 years on similar projects

o Exceptions to terms and conditions, if any exist

BOND INFORMAITON

Page 2 of 10

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.

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.

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.

Page 3 of 10

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.

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.

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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

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.

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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Request	Department	Description	Due Date
013-26	Department of Corrections	Connecting fire suppression system to city water.	3/24/2026 2:00 PM