1-ITB 25-031 Unmanned Aircraft Systems, Supplies, Equipment Repairs Specifications.pdf

Jackson County, Missouri Invitation to Bid No. 25-031

1.0 INTRODUCTION

1.1 Jackson County, Missouri is seeking a Twelve (12) Month Term and Supply Contract with Two (2)

Twelve (12) Month Options to Extend for the furnishing of Unmanned Aircraft Systems, Supplies, Equipment, & Repairs for use by Various County Departments.

1.1.1 The County operates several existing Unmanned Aircraft Systems manufactured by DJI, which may require replacement parts, additional supplies, or equipment.

1.2 This contract will be on an “As Needed” basis. Although exact usage cannot be determined, the County estimates it will spend $75,000.00 annually on Unmanned Aircraft Systems, Supplies, Equipment, &

Repairs

1.3 Jackson County, Missouri Invitation to Bid No. 25-031 has a response deadline of 2:00 p.m., CDT on August

5, 2025.

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

1.5 All submissions must be uploaded to the Bonfire website by 2 pm CDT on August 5, 2025. Failure to do so will result in the rejection of your submission, as the software does not accept late entries. However, if you submit your proposal early, you can edit it up until the 2 pm deadline.

1.6 If bid documents are obtained by the Bidder from a source other than Bonfire, it will be the Bidder's responsibility to verify all due dates and pertinent information (Response Deadline, Questions Deadline, Intent to Bid Deadline, Addendums) in the Bonfire Portal.

1.7 Jackson County, Missouri reserves the right to split the contract award, therefore, do not submit a bid if your bid is all or nothing.

1.8 Jackson County, Missouri reserves the right to request clarifications on any bid.

2.0 QUESTION PROCEDURE

2.1 All Questions regarding this Invitation to Bid shall be communicated electronically through the Jackson County

Bonfire Portal via the Opportunity Q&A on the Invitation to Bid. All questions must be received on the

Bonfire Portal by 5:00 p.m. CDT on July 29, 2025.

2.2 Bidders 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 Invitation to Bid during the solicitation and evaluation process. Inappropriate contact is grounds for

REJECTION of the Bidder’s submission.

2.3 All answers to questions will be published via Addenda/Amendment to the Invitation to Bid on the Jackson County

Bonfire Portal

3.0 BIDDING REQUIREMENTS

3.1 All work performed under this Contract shall be performed in the Greater Kansas City Metropolitan Area. If the

Bidder 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 If the Bidder is located in the Greater Kansas City Metropolitan Area, on company letterhead provide company name and address and submit with your bid.

3.3 Jackson County, Missouri Invitation to Bid No 25-031 has an Intend to Bid response deadline of 12:00 pm

(noon) CDT on August 5, 2025. This is two hours before bid submission deadline

3.4 The Successful Bidder will be required to be an Authorized DJI Pro Dealer or Enterprise Dealer, or otherwise show capability of providing equipment, replacement parts and additional supplies for existing DJI aircraft.

4.0 AWARD REQUIREMENTS

4.1 Certificate of Insurance: The Successful Bidder 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 Bidder must provide a complete IRS W-9 Form for this Contract.

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

Federal, State, and Local Occupational Licenses.

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 awarded Bidder(s) to keep the County updated on any changes to their email addresses during the term of any resulting contract.

4.6 Insurance and Indemnification: The Successful Bidder shall indemnify, defend and save harmless the

County against all damages to persons and property which may arise out of the work included in the performance of this Contract, including all claims for personal injuries and property damage and all losses, costs, attorney’s fees or judgements which may arise out of any claims against the County. The Successful

Bidder shall purchase and maintain as a minimum such insurance as described in Exhibit A of this

Invitation to Bid. The Successful Bidder shall file with the County such Certificate of Insurance as described in Exhibit A and within the time specified in Exhibit A.

5.0 SPECIFICATIONS

5.1 Contract will be based upon pricing for the unmanned aircraft systems and discounts on equipment, supplies & repairs for the unmanned aircraft systems via the Successful Bidders Catalog or Internet Site.

5.2 Discounts on the equipment, supplies & repairs will remain firm throughout the contract and any extensions to the contract.

5.3 The Successful Bidder will be responsible for providing catalogs or internet site with current pricing for the equipment and supplies.

5.4 The Successful Bidder(s) may increase prices only when the increase applies to the General Public and is stated officially in writing to Jackson County, Missouri Purchasing Supervisor. Price increases shall not take effect against the

County until the Successful Bidder(s) has verified the fulfillment of this condition to the reasonable satisfaction of the

County’s Purchasing Supervisor. No price increase will be allowed during the first six (6) months of the term of this

Contract. It is the Successful Bidders responsibility to provide updated catalogs or update the pricing on the internet site.

5.5 No Fuel Surcharges are allowed during the first six (6) months after award of this contract. Thereafter, fuel surcharges will only be allowed when the increase applies to the general public and after the Successful bidder(s) has submitted supporting documentation to the Finance and Purchasing Department.

5.6 The Successful Bidder shall not substitute any ordered item without the prior approval of the ordering

Department. Unauthorized substitutions shall not be acceptable. If an item has been discontinued, the

Successful Bidder shall contact the ordering department to advise them of the discontinued item and suggest comparable replacement item. The ordering department must approve any replacement item.

5.7 All work performed under this Contract must be covered by a Purchase Order. Under no circumstances will work be performed that is not authorized in advance by a Purchase Order. Any work performed that is not covered by a purchase will be at the Bidders risk and expense.

5.7.1 It is the intent of Jackson County to email all purchase orders on this contract.

6.0 EVALUATION PROCESS

6.1 All bids that are responsive to the General Conditions, Specifications, and other provisions of this Invitation to Bid will be evaluated.

6.2 An Evaluation Committee made up of Jackson County, Missouri Personnel will evaluate bids and make recommendations. Jackson County, Missouri shall be the sole judge of the bids submitted and its decisions shall be final.

7.0 ATTACHMENTS

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

7.1.1 Term and Supply Contract Page

7.1.2 Affidavit

7.1.3 Certificate of Compliance Notice

7.1.4 Statement of Contractor’s Qualifications

7.1.5 Acknowledgment of Receipt of Addenda

7.1.6 Bidder’s Quotation Sheet

7.1.7 Exhibit F – Bidder’s Exceptions

7.2 Attachment B – General Purchasing Information to be read prior to submitting your bid:

7.2.1 General Conditions

7.2.2 Exhibit A – Insurance

8.0 REQUIRED SUBMITTALS

8.1 The following information and/or forms MUST be submitted with your response to this Invitation to Bid:

8.1.1 Term and Supply Contract Page

8.1.2 Affidavit

8.1.3 Certificate of Compliance

8.1.4 Statement of Contractor’s Qualifications

8.1.5 Acknowledgement of Receipt of Addenda

8.1.6 Greater KCMO Metropolitan Area Information Memo (per section 3.0 - on company letterhead)

8.1.7 Bidder’s Quotation Sheet

8.1.8 Exhibit F – Bidder’s Exceptions

8.1.9 Dedicated Email Addresses (per section 4.5 – on company letterhead)

8.1.10 Documentation of authorized DJI Pro or Enterprise Dealer (per section 3.4)

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