1-ITB 25-046 Specifications Employee Service Pins.pdf

Jackson County, Missouri Invitation to Bid No. 25-046

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 Employee Service Pins for use by the Human Resources Department.

1.2 Although exact usage cannot be determined, the County estimates an annual Quantity of 220 Employee Service Pins to be ordered on an “as needed” basis per each contract term.

1.3 Jackson County, Missouri Invitation to Bid No. 25-046 has a response deadline of 2:00 pm CST on November 18, 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 CST on November 18, 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. CST on November 11, 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 25-046 has an Intend to Bid response deadline of 12:00 pm (noon) CST on November 18, 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 Size and Shape: 0.6875/Round

Packing: Tutone Plastic Box Plating: Gold Tac Stones: Various

5.2 Mold/Dye charges: Bidders must submit a cost for Mold/Dye charges; once paid for Jackson County, Missouri retains ownership of the Molds/Dyes for the pins.

5.3 The County will not pay for overruns.

5.4 Attachment C herein shows an example of the current Jackson County, Missouri Employee Service Pins.

5.5 Art Proof must be approved by County prior to production.

5.6 Price Increases: The Successful Bidder may increase prices only when the increase applies to the General Public and is stated officially in writing to Jackson County, Missouri. Price Increase shall not take effect against the County until the successful Contractor has verified the fulfillment of this condition to the reasonable satisfaction of the County’s Purchasing Department. No price increases will be allowed in the first three (3) months of this contract.

5.7 Fuel Surcharges: No Fuel Surcharges are allowed during the first three (3) months after award of this contract.

thereafter, fuel surcharges will be allowed when the increase applies to the general public and after the Successful bidder has submitted supporting documentation to the Purchasing Department.

5.8 Purchase Orders: 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 order will be at the Contractor’s risk and expense.

5.9 Samples and Descriptive Literature: Of the product you are bidding; any differences from Specifications Included herein must be noted and will be required for evaluation purposes. The County will make the final determination on which specifications will be accepted.

5.10 Substitutions or Discontinued Items: 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 items. The ordering department must approve any replacement item.

5.11 Delivery: The Successful Bidder shall deliver COMPLETE orders to the County Department only. No partial orders will be shipped unless requested by the County.

5.11.1 All shipped orders are to be FOB Destination, Inside Delivery Only. The bidder pays all freight.

5.11.2 All orders shall be labeled with the Purchase Order Number and be packaged adequately to assure safe handling, proper delivery, and acceptable conditions.

5.11.3 All orders must include an itemized packing slip that reflects the Purchase Order Number. The packing slip shall indicate if the order is complete or partial.

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)

8.0.1 Sample and descriptive literature of product being bid

8.1 All responses to this Invitation to Bid become the property of Jackson Couty and will not be returned.

8.2 Expenses and costs incurred in the preparation of bids in response to the Invitation to Bid are the sole responsibility of the Bidder and shall not be reimbursed by the County.

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