1-ITB 25-043 Specifications Grass Seed.pdf

Jackson County, Missouri Invitation to Bid No. 25-043

1.0 INTRODUCTION

1.1 Jackson County, Missouri is seeking a Twelve Month (12) Term and Supply Contract with Two (2) Twelve Month (12) Options to Extend for the furnishing of Grass Seed for use by the Parks +Rec Department.

1.2 Although exact usage cannot be determined, the County estimates it will spend $25,000.00 annually on Grass Seed. Items ordered from this contract will be on an “As Needed" basis.

1.3 Jackson County, Missouri Invitation to Bid No. 25-043 has a response deadline of 2:00 pm CDT on October 14, 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 October 14, 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 Other Jackson County, Missouri Departments may utilize this Term & Supply Contract.

1.9 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 October 7, 2025.

2.2 All answers to questions will be published via Addenda/Amendment to the Invitation to Bid on the Jackson County Bonfire Portal. It is the Bidders responsibility to check the Bonfire Portal for Addenda.

2.3 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.

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 25-043 has an Intend to Bid response deadline of 12:00 pm (noon) CDT on October 14, 2025. This is two hours before bid submission deadline.

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 request of the Successful Bidder, Jackson County will issue a project specific Missouri State Sales Tax Exemption Certificate to the Successful Bidder 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) email addresses with your bid on company letterhead. It shall also be the responsibility of the Bidders awarded 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 All seeds are to be Certified Seed. Labels for each item bid must be submitted with your bid response to be considered. Labels must show the following:

5.1.1 Germination Rate

5.1.2 Purity

5.1.3 Origin

5.1.4 Weed Content

5.1.5 Lot Number

5.1.6 Last Test Date

5.2 All seeds to be as specified. Items bid as alternates must meet or exceed specifications given. The County reserves the right to determine if the items bid ARE equal to specified items. The County reserves the right to accept or reject alternate bids.

5.3 Prices quoted MUST include delivery to various Parks + Rec locations, and a Twenty-Four (24) hour notice is required for all deliveries to the responsible Parks + Rec personnel per order.

5.4 Seed delivered MUST BE in dry, unbroken bags that are properly labeled with certification tags or they will not be accepted. Parks + Rec personnel reserves the right to refuse all or part of any order if these conditions are not met.

5.5 PRICE INCREASES:

5.5.1 No price increases will be allowed for the first six (6) months of the term of this contract.

5.5.2 The Successful Bidder may increase prices only when the increase applies to the General Public and is stated officially in writing to the Jackson County Purchasing Department. Back-up documentation must be included. Price increases shall not take effect against the County until the Successful Bidder has verified the fulfillment of this condition to the reasonable satisfaction of the County’s Purchasing Administrator.

5.6 DELIVERIES

5.6.1 All orders are to be shipped FOB Destination, Inside Delivery Only

5.6.2 Successful Bidder pays all freight charges. Fuel Surcharges will only be reviewed during the term of this Contract or any of its extensions when the increase applies to the general public and after the Successful Bidder has submitted supporting documentation to the Purchasing Department.

5.6.3 Deliveries should be made to the following addresses:

5.6.3.1 8100 East Park Road

Blue Springs, MO 64064

5.7.3.2 1110 View High Drive Kansas City, MO 64134

5.6.3.2 Other locations within Jackson County, Missouri as needed.

5.6.4 The Success Bidder is responsible for unloading the delivery at the specified location.

6.0 EVALUATION PROCESS

6.1 All bids received 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 personnel will evaluate bids and make recommendations. Jackson County, Missouri shall be the sole judge of the bids submitted for this Invitation to Bid and its decision 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 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 Bidders Quotation Sheet

8.1.8 Exhibit F, Bidder’s Exceptions

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

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