1-ITB 26-007 Specifications for Turf Grade Sand for Landscaping.pdf

Jackson County, Missouri Invitation to Bid No. 26-007

1.0 INTRODUCTION

1.1 Jackson County, Missouri is seeking a Twenty-Four (24) Month Term and Supply Contract with Two (2) Twelve (12) Month Options to Extend for the furnishing of Turf Grade Sand for Landscaping for use by Jackson County Parks + Rec Department.

1.2 Although exact usage cannot be determined, the County estimates it will spend $10,000.00 annually on Turf Grade Sand for Landscaping.

1.3 Jackson County, Missouri Invitation to Bid No. 26-007 has a response deadline of 2:00 p.m., CDT on March 24, 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 CDT on March 24, 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 If needed, other Jackson County 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 March 17, 2026.

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 26-007 has an Intend to Bid response deadline of 12:00 pm (noon) CDT on March 24, 2026. 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) 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 Sand to be used as Course Topdressing (play sand is not applicable). Key Uses:

5.1.1 Top dressing Natural Lawns: Applied after aeration or to fill low spots, it improves soil structure, aids draining, and helps with leveling

5.1.2 Artificial Turf Infill: Used as heavy infill to weigh down artificial grass, keep blades upright, and protect the backing from heat.

5.1.3 Divot Repair: Ideal for repairing high-traffic areas on golf courses or sports fields due to its high-performance, non-compacting nature.

5.2 Properties of High-Quality Turf Sand

5.2.1 Washed and Screened: Removes silt, clay, and debris, ensuring consistent particle size for maximum drainage.

5.2.2 Silica/Quartz Base: Offers high purity (often 95%+ silicon dioxide) and durability, resisting degradation over time.

5.2.3 Rounded Grains: Coated or high-quality silica sand often has rounded grains to prevent compaction.

5.2.4 Color: Often available in green or tan to blend with natural grass or artificial turf.

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.