1-ITB 26-030 Park Alarm Monitoring Specifications Sheet.pdf

Jackson County, Missouri Invitation to Bid No. 26-030

1.0 INTRODUCTION

1.1 Jackson County, Missouri is seeking a Twelve (12) Month Term and Supply Contract with Two (2) Twelve Month Options to Extend for the furnishing of Park Alarm Monitoring, Installation, “As Needed” Repair & Maintenance for use by the Parks + Rec Department.

1.2 The Parks + Rec Department is a 22,000-acre park system featuring lakes, campgrounds, historic sites, and a golf course. Twenty-Six (26) locations throughout this system are equipped with alarms requiring monitoring either Supervised or Unsupervised.

1.2.1 Supervised Monitoring: If the location is not opened or closed within a thirty (30) minute window of the scheduled time the Central Station initiates the call list procedures which are typically fifteen (15) minutes before or after the scheduled time.

1.2.2 Unsupervised Monitoring: Central Station logs the open/closed activity for the monthly report which is submitted via email to the County.

1.3 Although exact usage cannot be determined, the County estimates it will spend $20,000.00 annually on Park Alarm

Monitoring, Installation, “As Needed” Repair & Maintenance.

1.4 Jackson County, Missouri Invitation to Bid No. 26-030 has a response deadline of 2:00 p.m., CDT on June 9, 2026.

1.5 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.

1.6 Monitoring specified herein will be ordered monthly and Repairs and Maintenance specified herein will be ordered on an “as needed” basis throughout the Contract Term.

1.7 Jackson County reserves the right to accept or reject any or all proposals

1.8 Jackson County reserves the right to split the contract award.

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

1.10 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 June 2, 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 Respondent(s) of questions answered and addendums issued if they have obtained this Invitation to Bid through Bonfire.

2.4 Respondents 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.

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https://jacksongov.bonfirehub.com/

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

The Greater Kansas City Metropolitan area is defined by the eight (8) County 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 W-9 Form: The Successful Contractor must provide a complete IRS W-9 Form for this Contract.

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 Respondent from a source other than Bonfire, it will be the Respondent’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 Contractor 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 Other Licenses: The Successful Respondent must provide, upon written request, evidence of current required

Federal, State, and Local Occupational Licenses.

4.4 Insurance and indemnification: The Successful Respondent 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 Respondent shall purchase and maintain as a minimum such insurance as described in Exhibit A of this Invitation to Bid. The Successful Respondent shall file with the County such Certificate of Insurance as described in Exhibit A and within the time specified in Exhibit A.

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 Respondents to keep the County updated on any changes to their email addresses during the term of any resulting contract.

4.6 EXPERIENCE: The Successful Contractor must have a minimum of five (5) years’ experience in the work described in the specifications and list references showing contracts held by your company, providing the same services for other municipalities. References and years’ experience per the Statement of Contractor’s Qualifications document (Attachment A). NOTE: Do not list Jackson County, Missouri as a reference here.

5.0 SPECIFICATIONS

5.1 GENERAL

5.1.1 To provide all labor, equipment, and services necessary for monitoring, installation, “as needed” repairs and maintenance of the current Park Alarm Systems.

5.1.2 The monitoring, installation, “as needed” maintenance and repairs must meet or exceed the following minimum specifications:

5.2 MONITORING

5.2.1 Monitoring station employees must be professional, competent, and able to read all information on their screen to ensure proper call list procedures are adhered to for each facility.

5.2.1.1 Call List Procedures will be provided to the Successful Respondent upon award of contract.

5.2.1.2 Call List Procedures MUST BE FOLLOWED AT ALL TIMES.

5.2.2 The Successful Respondent must have several employees who can perform data entry responsibilities. The

Successful Respondent’s employees must input, delete, and change alarm codes of current and ex-employees within twenty-four (24) hours of notification.

5.2.2.1 The Successful Respondent must notify the Chief Ranger or Designee via email upon completion.

5.2.3 The Successful Respondent must always have at least one (1) dedicated technician for this contract, including emergencies and after-hours service.

5.2.3.1 The Successful Respondent must include the resume of this individual with your bid response.

Failure to submit the resume of this individual may result in the REJECTION of your bid.

5.2.4 The Successful Respondent must provide technical support via telephone to resolve operational issues at no additional charge to the County.

5.2.4.1 Technical support to include but is not limited to step-by-step troubleshooting, ‘comm fail’ diagnostics, wired phone line related issues, etc.

5.2.5 Remote account management capabilities are not available at various alarm locations. The Successful Respondent shall make available a technician via telephone to guide a County Employee through account management updates and user code changes at no additional charge to the County.

5.2.6 Open and Closing Notification: The Successful Respondent MUST follow the Call List Procedures provided and MUST speak directly to a County Employee.

5.2.6.1 A voice message may be left in the event a County Employee is not available; however, the

Successful Respondent MUST continue calling County Employees on the list until direct contact is made.

5.2.7 The Successful Respondent must provide a printout of information codes, etc. on each alarm to the County at no additional charge.

5.2.8 The Successful Respondent must program additional user codes with the assistance of the County at no additional costs within twenty-four (24) hours of notification.

5.2.8.1 The Successful Respondent must notify the Chief Ranger or Designee via email upon completion.

5.2.9 The Successful Respondent must have a UL central monitoring station located within the Greater Kansas

City Metropolitan Area.

5.2.10 The Successful Respondent must provide daily late test reports via email for all locations to the Chief Ranger or Designee.

5.3 INSTALLATION

5.3.1 The Successful Respondent shall install additional alarm equipment as requested. The alarm equipment may include motion detectors, door/window sensors, heat/smoke sensors, audible sirens, and other miscellaneous equipment.

5.4 “AS NEEDED” REPAIR AND MAINTENANCE

5.4.1 Repairs to be on an “as needed” basis.

5.4.1.1 A flat, hourly service fee is to be charged in addition to costs for parts for on-site repairs.

5.4.2 The Successful Respondent shall not charge the County an hourly service fee until the Successful

Respondent arrives at the County’s work site.

5.4.3 Request for repairs must be completed and system operational within twenty-four (24) hours of request.

5.4.4 Requests for emergency repair service on weekends and holidays must be handled within two (2) hours.

Rates will be at the Successful Respondent’s weekend and holiday rates.

5.4.5 The Successful Respondent shall sell Jackson County, Missouri replacement batteries “as needed” for all alarm makes and models listed in Attachment 1 - Bidder’s Quotation Sheet.

5.4.5.1 Pricing for the replacement items must be listed in the Price Lists, Catalogs, or other Reference

Materials, less the discounts stated herein after. Price lists, catalogs, or reference materials MUST be submitted to be considered for award and may be submitted in hard copy or electronically, accessible by Jackson County, Missouri.

5.4.5.2 Jackson County will install all replacement batteries.

5.4.6 The Successful Respondent shall always utilize proper safety precautions.

5.5 PRICING, BILLING AND INVOICES

5.5.1 PRICING: Prices on parts, labor and repair rates are to be firm and fixed for the period of the contract.

Prices will be based on percentage discounts from current printed price lists as entered by supplier.

5.5.1.1 Percentage of discounts shall remain firm during the term of this contract.

5.5.1.2 Price increases on labor and repair rates will be accepted during the term of the contract only under the following circumstances:

5.5.1.2.1 Price increase applies to the general public, stated in writing, with back up documentation by the Successful Respondent to the Purchasing Department.

5.5.1.2.2 No price increases will be allowed during the first six (6) months of any resulting contract.

5.5.2 BILLING: The Successful Respondent shall not bill the County for the following:

5.5.2.1 No charges will be charged to the County for programming systems in their monitoring stations.

5.5.2.2 No additional charges will be charged to the County when the Successful Respondent must do any additional work or service calls to correct an oversight by the Successful Respondent.

5.5.2.3 No additional charges will be charged to the County for the Successful Bidder to provide technical advice to the County.

5.5.2.4 No additional charges will be charged to the County for the Successful Respondent to provide opening and closing information via telephone and/or a company printout.

5.5.2.5 No Fuel Surcharges will be allowed during the term of this contract or any of its extensions.

5.5.3 INVOICES: The Successful Respondent shall submit, monthly by site, an itemized detailed invoice to the County.

5.5.3.1 All invoices shall be emailed to the Chief Ranger or Designee to expedite review, correction of any inaccuracies, and payment to facilitate timely record keeping.

5.5.3.2 County must sign off on all repair orders for work completed. Repair orders must contain pricing at time of repair before signing by the County and must match pricing on invoice to follow.

5.6 PURCHASE ORDERS

5.6.1 If awarded a contract for this bid, the Successful Respondent must have a hard copy of a purchase order issued by the Jackson County, Missouri Finance and Purchasing Department BEFORE providing any goods and services. Failure to adhere to this policy will result in the immediate termination of said contract.

5.6.1.1 Blanket Purchase Orders will be issued by the Purchasing Department as authority for using department to purchase in compliance with this contract.

5.6.1.2 Purchase Orders showing actual line items may be issued against this contract.

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 Affidavit

7.1.2 Certificate of Compliance Instructions

7.1.3 Statement of Contractor’s Qualifications

7.1.4 Acknowledgment of Receipt of Addenda

7.1.5 Attachment 1 – Bidder’s Quotation Sheet

7.1.6 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 Affidavit

8.1.2 Copy of Certificate of Compliance

8.1.3 Statement of Contractor’s Qualifications

8.1.4 Acknowledgement of Receipt of Addenda

8.1.5 Exhibit F – Bidder’s Exceptions

8.1.6 Greater Kansas City Metropolitan Area Information Memo (Section 3.1)

8.1.7 Two (2) Dedicated Email Addresses (Section 4.5)

8.1.8 Copy of Supplier W9 Form (Section 3.2)

8.1.9 Attachment 1 – Bidder’s Quotation Sheet

8.1.10 Resume of Dedicated Technician (Section 5.2.3.1)

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