1-ITB 25-050 Specifications T-Shirts Wearing Apparel.pdf

Jackson County, Missouri Invitation to Bid No. 25-050

1.0 INTRODUCTION

1.1 Jackson County, Missouri is seeking a Twelve (12) Month Term and Supply Contract with Three (3) Twelve (12) Month Options to Extend for the furnishing of T-Shirts & Wearing Apparel for use by Various County Departments.

1.2 Although exact usage cannot be determined, the County estimates it will spend $96,000.00 annually on T- Shirts & Wearing Apparel.

1.3 Jackson County, Missouri Invitation to Bid No. 25-050 has a response deadline of 2:00 p.m., CST on January 13, 2026.

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 January 13, 2026. 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. CST on January 6, 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 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 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 All the items on this Contract will be previewed, proofed, approved, and delivered to the Greater Kansas City Metropolitan Area. This requirement will be strictly adhered to; the County will not be responsible for any items printed without preview and approval by the County personnel ordering the items.

3.4 Jackson County, Missouri Invitation to Bid No 25-050 has an Intend to Bid response deadline of 12:00 pm (noon) CST on January 13, 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 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 Bidders 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 T-Shirts and Wearing Apparel:

5.1.1 This Term and Supply Contract for T-Shirts and Wearing Apparel will be based on specific

High- Volume Items, Catalog Orders, and the Associated Services for those items.

5.1.2 High-Volume Items: As specified on the Quotation Sheet, comparable items may be quoted, however, the items quoted must be a comparable manufacturer and quality; if you are bidding other than specified, you will need to include manufacturer’s detailed specification. Jackson County, Missouri will be the sole judge of comparable items bid.

5.1.3 Catalog Orders: Bidder must submit a published Sportswear Catalog that contains pricing.

Discounts or Mark-ups for that Catalog must be quoted on the Quotation Sheet.

5.1.4 T-Shirts and Wearing Apparel Sizing: Sizing for both High-Volume Items and Catalog Orders shall be adult sizes from Small to X-Large and 2XL to 6XL. Bidder must bid on all sizes to be considered for award. Youth sizes may also be ordered.

5.2 Associated Services:

5.2.1 Screen Printing Charges must include all set-up and color separation charges, as well as any department or individual name to be under or over logo.

5.2.2 Embroidery Charges must include all set-up and color separation charges, as well as any department or individual name to be under or over logo.

5.2.3 Artwork Charges and Digitizing Services shall be an Hourly Rate.

5.2.4 Artwork: The County will provide Artwork “camera ready” by industry standards; the County will not accept additional charges for enlarging artwork.

5.2.5 Property of Jackson County: All artwork submitted to and/or produced by the Successful Bidder is the property of Jackson County, Missouri and shall be returned to the County upon delivery of order.

Artwork shall be returned to the County in the same condition as when accepted by the Successful Bidder.

5.3 Preview, Proofing and Approval or Orders: All the items ordered from any resulting contract will be reviewed, proofed, and approved by Jackson County, Missouri and shall be returned to the County upon delivery of order. Artwork shall be returned to the County in the same condition as when accepted by the Successful Bidder.

5.4 Pricing:

5.4.1 Total price of any items will be the cost of the item and any services.

5.4.2 Pricing for larger sizes: quote additional amount per item for sizes 2XL to 6XL on the Quotation Sheet.

5.4.3 Pricing shall remain firm through the contract period and any subsequent extensions. An updated

Sportswear Catalog may be accepted by the County on an annual basis. It will be the Successful Bidder’s responsibility to notify and send the new catalog to the Purchasing Department.

5.5 Ordering from this Contract:

5.5.1 Purchase Orders will be used to order from this Contract; before providing any goods or services, the Successful Bidder must have a hard copy of a Purchase Order issued by the Jackson County, Missouri Finance and Purchasing Department. Failure to adhere to this policy will result in the immediate termination of contract.

5.5.2 Purchase Order may be issued for a specific amount, or a miscellaneous blanket Purchase Order may be issued for an estimated dollar amount and the Successful Bidder will bill the County against the Blanket Purchase Order until the stated dollar amount is spent, the fiscal year ends, or the contract terminates.

5.6 Delivery:

5.6.1 Standard delivery time will be ten (10) business days after receipt of the Purchase Order and County personnel submits artwork, previews, and approves first printed item.

5.6.2 The County reserves the right, from time to time, to request expediting an order.

5.6.3 All items will be delivered to locations within Jackson County, Missouri. FOB Destination, Inside Delivery Only.

5.6.4 Pricing for delivery, including inside delivery, must be included in your quoted prices.

5.6.5 Fuel Surcharges: No Fuel Surcharges will be allowed during the term of this contract of any of its subsequent extensions.

5.7 Invoices: All invoices are to be itemized and include the County’s Purchase Order number.

5.8 Substitution of Items: Substitution of Items will not be accepted during the term of this contract or any of its subsequent extensions without the express written permission of the County. Failure to receive written permission will result in the order being rejected and returned immediately to the Successful Bidder, at Bidder’s expense, for full credit.

5.9 Overruns: Jackson County will not accept extra “overruns” printed by the Successful Bidder.

5.10 Damaged Items: Items received in a “damaged” condition (ripped, holes, snags, etc.) or with smeared or off- center printing or embroidery will be returned immediately to the Successful Bidder, at Bidder’s expense, for full credit.

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)

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