1-ITB 26-011 Kids to the Park Transportation Specifications.pdf

Jackson County, Missouri Invitation to Bid No. 26-011

1.0 INTRODUCTION

1.1 Jackson County, Missouri is seeking bids for the furnishing of Kids to the Park Transportation for use by the Parks + Rec Department. A 20-person limo bus is needed for up to (15) trips from KC area youth organizations to a Parks + Rec facility.

1.2 Jackson County, Missouri Invitation to Bid No. 26-011 has a response deadline of 2:00 p.m. CDT on April 14, 2026.

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

1.4 All submissions must be uploaded to the Bonfire website by 2 pm CDT April 14, 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.

1.5 If needed, other Jackson County, Missouri Departments may utilize this Term and Supply Contract.

1.6 Jackson County reserves the right to request clarifications on any bid.

1.7 Jackson County reserves the right to add and/or delete locations as necessary.

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.

2.2 All questions must be received in the Bonfire Portal by 5:00 p.m., CDT on April 7, 2026.

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

Bonfire Portal. Bonfire will only notify the Bidder(s) of questions answered and addendums issued if they have obtained this Invitation to Bid through Bonfire.

2.4 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 which is defined by the eight (8) County area of:

Cass County, MO Clay County, MO

Jackson County, MO Lafayette County, MO

Platte County, MO Ray County, MO

Johnson County, KS Wyandotte County, KS

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https://jacksongov.bonfirehub.com/

The Greater Kansas City Metropolitan area is defined by the eight (8) County 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 Jackson County, Missouri Invitation to Bid No 26-011 has an Intend to Bid response deadline of 12:00 pm (noon) CDT on April 14, 2026.

3.3 Document Submittal: All documents listed herein the Required Submittal (Section 8.0) shall be submitted individually per the required document. Please do not submit bulk PDF documents of all the required documents for each individually required document.

3.4 If bid documents are obtained by the Bidder from a source other than Bonfire, it will be the Bidder’s responsibility to verify all pertinent information (i.e. Response deadline, question deadline, Intent to Bid deadline, Addendums) in the Bonfire Portal.

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 the 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 Jackson County Parks + Rec is seeking a provider for the transportation of area youth from local KC area youth organizations to various Parks + Rec facilities in a 20-person limo bus. Trip locations include:

Longview Beach Missouri Town 1855 Jacomo Marina 11101 Raytown Road 8010 East Park Road 7401 West Park Road Kansas City, MO 64130 Lee’s Summit, MO 64064 Blue Springs, MO 64015 (Other Jackson County Parks + Rec locations may also be selected as trip destinations.)

5.2 A maximum of twenty (20) youths from various local organizations will be transported on each trip.

Various agencies pick up locations include: the Boys & Girls Clubs, Guadalupe Center, etc. Other youth agencies pick up locations TBD.

5.3 Dates: A total of fifteen (15) trips will be provided based on the dates below:

Tuesdays: June 2, 9, 16, 23, 30 | July 7, 14, 21, 28 | August 4 Thursdays: June 4, 11, 18, 25 | July 2, 9, 16, 23 Friday: Date TBD (will be an evening trip)

Nineteen (19 trip dates are listed above but only fifteen (15) trips will be provided; bidder will provide up to 15 trips total.

5.4 Time: Trips are 3 hours in length as follows:

Tuesdays: 12:30 pm until 3:30 pm Thursdays: 12:30 pm until 3:30 pm Friday: 8:30 pm until 11:30 pm (one trip only)

5.5 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.

5.6 If provider experiences any delays or a cancellation of a scheduled trip, the designee at the Parks + Rec must be contacted immediately.

5.7 All drivers must be fully and properly licensed.

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.

6.3 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

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 downloaded and ready prior to submitting your bid:

7.2.1 General Terms and 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 Kansas City Metropolitan Area Information Memo, if applicable

8.1.7 Two (2) Dedicated Email Addresses

8.1.8 Bidder’s Quotation Sheet

8.1.9 Exhibit F – Bidder’s Exceptions

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