1-26-006 Scope of Services.pdf

Jackson County, Missouri Request for Proposals No. 26-006

1.0 INTRODUCTION

1.1 Jackson County, Missouri is seeking qualifications for a Twelve (12) Month Term and Supply Contract with Four (4) Twelve Month Options to Extend for the furnishing of Aquatic Vegetation Management Services for use by the Jackson County Administration.

1.2 At this time, exact usage cannot be determined on Aquatic Vegetation Management Services.

1.3 Jackson County, Missouri Request for Qualifications No. 26-006 has a response deadline of 2:00 p.m., CST on

March 31, 2026.

1.4 Bids must be submitted electronically through the Jackson County Bonfire Portal at https://jacksongov.bonfirehub.com. Bids submitted by any other method will not be accepted.

1.5 Jackson County reserves the right to accept or reject any or all proposals.

1.6 Jackson County reserves the right to waive informalities or irregularities.

1.7 Jackson County reserves the right to modify the scope based on budget, environmental conditions, or performance.

1.8 Jackson County reserves the right to award the contract in whole or in part.

1.9 Jackson County reserves the right to request clarifications on any bid.

1.10 Jackson County reserves the right to add and/or delete locations as necessary.

2.0 QUESTION PROCEDURE

2.1 All Questions regarding this Request for Qualifications shall be communicated electronically through the Jackson

County Bonfire Portal via the Opportunity Q&A on the Request for Qualifications.

2.2 All questions must be received in the Bonfire Portal by 5:00 p.m., CST on March 24, 2026.

2.3 All answers to questions will be published via Addenda/Amendment to the Request for Qualifications on the

Jackson County Bonfire Portal. Bonfire will only notify the Respondent(s) of questions answered and addendums issued if they have obtained this Request for Qualifications through Bonfire.

2.4 Respondents and their agents (including subcontractors, employees, consultants, or anyone else acting on their behalf) must follow this procedure. Bidders or their agents may not contact any other County staff regarding matters covered by this Request for Qualifications during the solicitation and evaluation process. Inappropriate contact is grounds for REJECTION of the Bidder’s submission.

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https://jacksongov.bonfirehub.com/

3.0 BIDDING REQUIREMENTS

3.1 All work performed under this Contract shall be performed in the Greater Kansas City Metropolitan Area which is defined by the eight (8) County area of:

Cass County, MO Clay County, MO

Jackson County, MO Lafayette County, MO

Platte County, MO Ray County, MO

Johnson County, KS Wyandotte County, KS

The Greater Kansas City Metropolitan area is defined by the eight (8) County area. If the Respondent is not located in the Greater Kansas City Metropolitan Area, documentation on company letterhead MUST BE submitted with your bid response detailing how your company would perform the work detailed herein.

3.2 MBE/WBE/VBE Goals: Compliance with Chapter 6 of the Jackson County Code for Minority, Women and

VETERAN Business Utilization may be required on this Request for Qualifications. The MBE/WBE/VBE Participation Affidavit (Attachment C) must be filled out and returned with your response. If the MBE/WBE/VBE Participation Affidavit has goals assigned, the Recommended Awardee(s) will be required to submit a List of Intended Subcontractors (LIS) to the Compliance Review Office for approval before the final award.

3.3 Compliance with Responsible Bidder’s Ordinance: Compliance with Jackson County, Missouri Ordinance No. 5825 for Responsible Bidders may be required for this bid. Responsible Bidders Affidavit (included with the Purchasing Forms, Attachment 2) must be read, completed, notarized and included with your bid response. Failure to attach the notarized form with your bid response may result in the REJECTION OF YOUR BID.

3.4 Document Submittal: All documents listed herein the Required Submittal (Section 9.0) shall be submitted individually per the required document. Please do not submit bulk PDF documents of all the required documents for each individually required document.

3.5 If bid documents are obtained by the Respondent from a source other than Bonfire, it will be the Respondent’s responsibility to verify all pertinent information (i.e. Response deadline, question deadline, Intent to Bid deadline, Addendums) in the Bonfire Portal.

4.0 AWARD REQUIREMENTS

4.1 Certificate of Insurance: The Successful Contractor will be required to submit to the Purchasing Department a

Certificate of Insurance meeting or exceeding the positions of Item 15 “General Conditions” and Exhibit A included herein within ten (10) business days after receiving Notification of Award. The Certificate of Insurance must be received by the County prior to the commencement of any work on this contract.

4.2 Exempt Entity: Jackson County, Missouri is an exempt entity under Section 144.062 Revised Statutes of Missouri.

Upon the request of the Successful Respondent, Jackson County will issue a project specific Missouri State Sales Tax Exemption Certificate to the Successful Respondent and their named subcontractors to be utilized during the performance of this Contract. The certificate must be requested prior to the purchase of any goods, supplies, materials and/or equipment. Under no circumstances will this certificate be backdated to cover goods, supplies, materials, or equipment already purchased.

4.3 W-9 Form: The Successful Contractor must provide a complete IRS W-9 Form for this Contract.

4.4 Other Licenses: The Successful Respondent must provide, upon written request, evidence of current required

Federal, State, and Local Occupational Licenses.

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4.5 Dedicated email addresses: All Purchase Orders, Award Letters and other information will be issued to awarded Bidders via email. It is the Bidders’ responsibility to provide two (2) updated email addresses for their company with their bid. It shall also be the responsibility of the awarded Respondents to keep the County updated on any changes to their email addresses during the term of any resulting contract.

4.6 EXPERIENCE: The Successful Contractor must have a minimum of three (3) years’ experience in the work described in the specifications and list references showing contracts held by your company, providing the same services for other municipalities. References and years’ experience: NOTE: Do not list Jackson County, Missouri as a reference.

5.0 SPECIFICATIONS

5.1 Jackson County, Missouri seeks proposals from qualified suppliers to provide aquatic vegetation treatment and long-term maintenance services for up to two (2) County-owned, spring-fed lakes in the unincorporated area of Tarsney Lakes, Missouri. The lakes included in this Request for Proposal are:

5.1.1 Tarsney Lake – approximately 18 acres

5.1.2 Wood Lake – approximately 6 acres (optional at County discretion)

5.2 Both lakes are impacted by invasive aquatic vegetation. Tarsney Lake is experiencing significant growth of lily pads, while Wood Lake is affected primarily by lotus plants. The County’s objective is to address immediate vegetation concerns at Tarsney Lake and establish a multi-year maintenance framework that supports long-term ecological health. Inclusion of Wood Lake in the project will be at the County’s discretion.

5.3 Project Objectives: The awarded Respondent shall deliver a lake-specific treatment and maintenance program designed to:

5.3.1 Address immediate vegetation concerns by reducing invasive vegetation and restoring ecological balance at each lake.

5.3.2 Establish a multi-year framework strategy for continued maintenance for Tarsney Lake and, optionally, Wood Lake to support a sustainable, long-term lake management approach.

5.3.3 Allow Jackson County, Missouri, at its discretion, to include Wood Lake in the project

5.3.4 Ensure that all treatment methods are appropriate for spring-fed lakes and compliant with applicable environmental regulations.

5.3.5 Coordinate with County staff regarding scheduling, access, and public communication needs.

5.3.6 Provide documentation of all treatments, including chemicals used, application rates, and observed conditions.

5.3.7 The awarded Respondent will provide all labor, equipment, materials, and chemicals necessary for treatment and maintenance.

5.4 Environmental and Regulatory Compliance: All proposed treatment methods, herbicides, equipment, and maintenance practices must comply with all applicable federal, state, and local environmental regulations.

Respondents must ensure that all personnel performing chemical applications hold appropriate certifications and licenses.

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5.5 Lake-Specific Treatment and Maintenance Plans:

5.5.1 Tarsney Lake (18 acres – Base Year Required)

5.5.1.1 Assessment of current vegetation conditions, with emphasis on lily pad overgrowth

5.5.1.2 Initial treatment plan to reduce invasive vegetation and restore open water

5.5.1.3 Recommended herbicides, mechanical methods, or integrated approaches

5.5.1.4 Expected treatment timeline and anticipated results

5.5.1.5 Annual Maintenance plan for renewal years, including monitoring, follow-up treatments, and adaptive management strategies

5.5.2 Wood Lake (6 acres – optional)

5.5.2.1 Assessment of vegetation conditions, with emphasis on lotus plant proliferation

5.5.2.2 Initial treatment plan (if included by Jackson County)

5.5.2.3 Annual maintenance plan for renewal years

5.6 Pricing Structure:

5.5.1 Base Year (Year 1 – 2026)

5.5.1.1 Initial treatment and remediation for Tarsney Lake

5.5.1.2 Initial treatment and remediation for Wood Lake (optional)

5.5.2 Renewal Years (2027-2030; up to four (4) one-year options to extend

5.5.2.1 Annual ongoing maintenance for Tarsney Lakey

5.5.2.2 Annual ongoing maintenance for Wood Lake (optional)

6.0 PROPOSAL FORMAT

6.1 Proposal shall be on letterhead or plain paper and uploaded to Bonfire with Purchasing Forms and shall consist of the following and organized in the following manner:

6.1.1 Cover Page - Agency Name, Address, Phone Number, Website, Principal Contact and Email Address, Amount Requested, New or Previously Funded and Program Classification.

6.1.2 Requested Purchasing Forms (see Section 9.0)

6.1.3 Description of Respondent’s general background and qualifications: Proposal must demonstrate:

6.1.3.1 Experience performing aquatic vegetation management, particularly in spring-fed lakes

6.1.3.2 Certifications for aquatic herbicide application

6.1.3.3 Knowledge of applicable environmental regulations

6.1.3.4 Successful completion of similar projects

6.1.3.5 Capacity to provide multi-year maintenance services

6.1.4 Experience and References: Provide at least three (3) examples of similar work performed and completed with other local municipalities and provide at least three (3) professional references. NOTE: Please do not include any County Associates name or any work performed on a Jackson County, Missouri project.

6.1.5 Separated Pricing Structure for each lake shall include all labor, equipment, materials, chemicals, reporting, and monitoring.

6.1.6 Pricing for renewal years and Wood Lake is for planning and evaluation only and does not guarantee award or inclusion.

6.1.7 Proof of Certifications, Licensing, and Insurance Documentation.

6.2 Failure to provide the requested information outlined in this Section may result in the reduction of evaluation/criteria points or possibly the REJECTION of your proposal.

7.0 EVALUATION PROCESS

7.1 All bids that are responsive to the General Conditions, Specifications, and other provisions of this Request for

Qualifications will be evaluated.

7.2 An Evaluation Committee made up of Jackson County, Missouri Personnel will evaluate bids and make recommendations.

7.3 Jackson County, Missouri shall be the sole judge of the proposal submitted and its decisions shall be final.

7.0 CONTRACT NEGOTIATIONS

7.1 Upon the selection of the successful Proposal, a contract incorporating the General Conditions, Scope of Services and any other provisions of this Request for Proposal acceptable to both parties will be prepared and executed by both parties. Should the parties, within a reasonable time frame, as determined by Jackson County, Missouri fail to develop and execute a mutually agreeable Contract, and upon a three (3) business day notification to the selected respondent, the County may reject the proposal and proceed to award the Contract to the next “best” respondent.

7.2 Pursuant to Section 610.021 RSMo, proposals and related documents shall not be available for public review until a contract has been awarded, or all proposals are rejected.

7.3 In no event will the following be considered confidential or exempt from the Missouri Sunshine Law:

7.4 The County does not generally use standard contract forms which may be provided by the Respondent. The contract documents used by the County will include both the Request for Qualifications and the Respondent’s proposal. If conflicts in language exist between the Request for Qualifications and the Respondent’s proposal, the provisions of the Request for Qualifications shall govern. The Respondent shall list all exceptions as instructed under General Conditions, Section 4.0 of this Request for Qualifications. Please note that the Respondent’s Proposal is subject to rejection if unacceptable Exceptions to the County’s Standard Contract are requested.

7.5 The Successful Respondent must agree to the following standard provisions:

Indemnification: Respondent agrees, to the fullest extent permitted by law, to indemnify and hold the County harmless from damages and losses arising from the negligent acts, errors or omissions of Respondent in the performance of the work under this Contract, to the extent that Respondent is responsible for such damages and losses on a comparative basis of fault and responsibility between Respondent and the County. Respondents are not obligated to indemnify the County for the County’s own negligence.

Independent Contractor: Respondent shall work as an independent contractor and not as an employee of the County.

Respondent shall be subject to the direction of the County only as to the result to be accomplished and not as to the means and methods for its own Federal, State and City withholdings taxes and all other taxes, and operates its business independent of the business of the County except as required by this Contract.

Confidentiality: Respondent acknowledges and agrees that all County information and records are confidential and will not disclose or make available this information or records to anyone outside the County organization unless authorized to do so in writing by the County.

Complete Agreement: Parties agree that this Contractor together with Jackson County, Missouri Request for Qualifications No. 26-006 and Respondents’ response thereto constitute the complete and exclusive agreement between the parties which supersede all prior proposals or understandings or agreements, oral or written, and all other communications between parties relating to the subject matter of this Contract.

Notices: Any notice which either party shall be required by this Contract to give the other shall be in writing and delivered by mail addressed to the respective parties as follows, or to such other addresses, as the respective parties may designate from time to time.

8.0 ATTACHMENTS

8.1 Attachment A – Purchasing Forms to be downloaded, filled out and submitted with bid:

8.1.1 Affidavit

8.1.2 Certificate of Compliance

8.1.3 Acknowledgment of Receipt of Addenda

8.1.4 Exhibit F – Exceptions

8.2 Attachment B – General Purchasing Information to be downloaded and ready prior to submitting your bid:

8.2.1 General Terms and Conditions

8.2.2 Exhibit A – Insurance

9.0 REQUIRED SUBMITTALS

9.1 The following information and/or forms MUST be submitted with your response to this Request for Proposal:

9.1.1 Proposal (including Pricing on Separate documents; See Section 6.0)

9.1.2 Affidavit

9.1.3 Copy of Certificate of Compliance

9.1.4 Acknowledgement of Receipt of Addenda

9.1.5 Greater Kansas City Metropolitan Area Information Memo (see Section 3.1)

9.1.6 Two (2) Dedicated Email Addresses (see Section 4.5)

9.1.7 Exhibit F – Bidder’s Exceptions

8.2 Failure to include any of the items listed in this Section may result in the REJECTION of your submitted bid.