1-RFP 25-054 Banquet Space Scope of Services.pdf

Jackson County, Missouri Request for Proposal No. 25-054

1.0 INTRODUCTION

1.1 Jackson County, Missouri is seeking proposals from qualified Respondents for the furnishing of Banquet

Space for use by Parks + Rec Departments Annual Volunteer Banquet. This bid is for the One Time

Banquet Event to be held in 2026 and a second One Time Banquet Event to be held in 2027.

1.2 Jackson County, Missouri would like to schedule the Volunteer Banquet during National Volunteer Week.

1.2.1 2026: Week of April 19-25 – Either Tuesday 4/21 or Thursday 4/23.

1.2.2 2027: Week of April 18-24 – Either Tuesday 4/20 or Thursday 4/22.

1.3 Jackson County, Missouri Request for Proposal No. 25-054 has a response deadline of 2:00 p.m., CST on

January 20, 2026

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

1.5 Jackson County reserves the right to request clarifications on any proposal.

2.0 QUESTION PROCEDURE

2.1 All Questions regarding this Request for Proposal shall be communicated electronically through the Jackson

County Bonfire Portal via the Opportunity Q&A on the Request for Proposal. All questions must be received on the Bonfire Portal by 5:00 p.m. CST on January 13, 2026.

2.2 Respondents and their agents (including subcontractors, employees, consultants, or anyone else acting on their behalf) must follow this procedure. Respondent(s) or their agents may not contact any other County personnel regarding matters covered by this Request for Proposal during the solicitation and evaluation process. Inappropriate contact are grounds for REJECTION of the Bidder’s submission.

2.3 All answers to questions will be published via Addenda/Amendment to the Request for Proposal 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 respondent’s letterhead MUST BE submitted with your response detailing how your company would perform the work detailed herein.

3.2 If bid documents are obtained by the Respondent from a source other than Bonfire, it will be 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 Respondent will be required to submit to the Purchasing Department a

Certificate of Insurance meeting or exceeding the provision 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 Respondent must provide a complete IRS W-9 Form for this Contract.

4.4 Other Licenses: The Successful Respondent 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.

5.0 SCOPE OF SERVICES

5.1 Banquet:

5.1.1 Jackson, County Missouri, would like to arrive at 11:00 am to begin banquet setup.

5.1.2 We require a bar attendant for a cash bar.

5.1.3 The Banquet would begin at 5:30 pm with a plated dinner being served at 6:00 pm.

5.1.4 Reception displays ready at 5:30 pm with fresh fruit, vegetables, assorted cheeses, dips, crackers and Bread.

5.1.5 Dinner choices of beef, chicken, or vegetarian.

5.1.6 Beverage service includes iced tea, water, regular and decaf coffee.

5.1.7 Round tables with seating for 8 to 10 people.

5.1.8 We prefer NO plastic salad, dessert plate, drinking glasses or water pitchers on tables.

We prefer China plate, salad plate, dessert plate with glass goblet.

5.1.9 Pre-set salad rolls and butter, dessert.

5.2 Stage:

5.2.1 We require a stage to hold (2) 8’ tables, a podium with microphone - microphone needs to also be used as hand-held.

5.2.2 Black skirted stage to be (5) five 4’ x 8’ sections – (4) across the back and (1) in front.

5.2.3 Black pipe and drape behind stage.

5.2.4 Steps with railing on each side of stage.

5.2.5 We require the use of your AV equipment – projector, screen, AV cart.

5.2.6 Live entertainment may need access to sound system.

5.2.7 We require the playing of music during dinner.

5.2.8 Provide all necessary extension and power cords.

5.3 Check-In:

5.3.1 We require (2) 8’ tables with covers positioned outside banquet doors for check-in.

5.4 General:

5.4.1 The Banquet Space must be in Blue Springs, Independence or Lee’s Summit, Missouri.

5.4.2 We anticipate as many as 200 volunteers attending.

5.4.3 We require a complimentary one-night hotel stay to be donated as a Grand Prize Drawing during the banquet.

5.4.4 Banquet Space on main level or need adequate number of elevators available.

5.4.5 Location of restrooms needs to be in proximity to the Banquet Room.

5.4.6 Parking spaces need to be attached to the Banquet Facility.

6.0 EVALUATION PROCESS

6.1 All proposals that are responsive to the General Conditions, Scope of Services, and other provisions of the Request for proposal will be evaluated.

6.2 An Evaluation Committee made up of Jackson County, Missouri Personnel will evaluate proposals and make recommendations. Jackson County, Missouri shall be the sole judge of the proposals submitted and its decisions shall be final.

6.3 The Evaluation Committee will tour Respondent’s facility during the Evaluation Process.

6.4 The County’s Evaluation Committee, at its sole discretion, may interview one, none, some or all

Respondent’s.

6.5 The County’s Evaluation Committee will consider various factors when evaluating the responses for the Request for

Proposal, including, but not limited to

6.5.1 Respondent’s Location and Amenities

6.5.2 Experience and Qualifications

6.5.3 References

6.5.4 Pricing

6.6 Any Evaluation Criteria or weighting of criteria is used by the county as a tool to assist the County in selecting the best proposal for the County. Evaluation scores or ranks alone do not choose to award to any Respondent, regardless of score or rank.

6.7 The County may change criteria and criteria weights at any time including after due date for proposals.

7.0 PROPOSAL FORMAT

7.1 To facilitate the evaluation of proposals, proposal shall be organized and submitted on Respondents Letterhead in the following manner:

7.1.1 Cover Letter: Should include the following:

7.1.1.1 Principal contacts person’s name, title, telephone number, and email address

7.1.1.2 Concisely state understanding of the Scope of Services

7.1.2 Executive Summary:

7.1.2.1 Company Profile

7.1.2.1.1 Name, address, telephone number and Email address

7.1.2.1.2 Descriptive detail on the facility and its accommodations

7.1.2.2 Brief history of Respondent’s Background

7.1.2.2.1 Year of inception and brief history of Respondent

7.1.2.2.2 Ownership structure

7.1.2.2.3 Ability to provide services requested

7.1.2.3 References: Respondent must include a minimum of three (3) references that outline services similar in scope to the County’s requirements

7.1.2.3.1 Contact name, phone number and Email address

7.1.2.3.2 Description of services provided

7.1.3 Request for Proposal Forms: All forms contained within this Request for Proposal shall be filled out, signed, and notarized where necessary:

7.1.3.1 Affidavit

7.1.3.2 Acknowledgment of Receipt of Addenda

7.1.3.3 Page 5 completed

7.1.3.4 Exhibit F - Exceptions

7.1.3.5 Respondents Pricing (on Respondents letterhead)

7.1.4 Company’s Location: The Respondent shall include a list of Company’s locations that are within 30 miles of Kansas City, Missouri.

7.1.5 Pricing: Pricing shall be per person and inclusive for meeting space, food, technical equipment and any miscellaneous charges.

7.1.6 Dedicated Email Addresses: All Purchase Orders, Award Letters and other information will be issued to awarded Respondents via Email. It is the Respondents responsibility to provide two updated Email addresses with their proposal. It shall be the responsibility of awarded Respondents to keep the County updated on ay changes to their Email addresses during the term of any resulting contract.

7.2 All responses to this request for proposal become the property of Jackson County and will not be returned.

7.3 Expenses and costs incurred in the preparation of proposals in response to this Request for Proposal are the sole responsibility of the Respondent and shall not be reimbursed by the County.

7.4 Failure to include any of the items listed in Section 7.0 may result in the Rejection of your proposal.

8.0 REQUIRED SUBMITTALS

8.1 The following information and/or forms MUST be submitted with your response to this Request for Proposal:

8.1.1 Affidavit

8.1.2 Copy of Certificate of Compliance

8.1.3 Acknowledgement of Receipt of Addenda

8.1.4 Greater Kansas City Metropolitan Area Information Memo (per section 3.1 – on Respondents Letterhead - if applicable)

8.1.5 Page 5 completed

8.1.6 Exhibit F – Bidder’s Exceptions

8.1.7 Dedicated Email Addresses (per section 4.5 – on Respondents Letterhead)

8.1.8 Proposal Format – Scope of Service Section 7.1 (on Respondents Letterhead)

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

9.0 CONTRACT NEGOTIATIONS

9.1 Upon the selection of the Successful Proposal, a Contract/Agreement incorporating the General Conditions, Scope

Of Services, and any other provisions of this Request for Proposal and acceptable to both parties will be prepared and executed by both parties. Should the parties, within a reasonable time frame, as determined by Jackson County, Missouri fail to develop and execute a mutually agreeable Contract/Agreement, and upon a three (3) business day notification to the selected Respondent, the County may reject the proposal and proceed to award the Contract/Agreement to the next

“best” respondent.

9.2 Pursuant to Section 610.021 RSMo, proposals and related documents shall not be available for public review until a

Contract/Agreement has been awarded or all proposals are rejected.

9.3 In no event will the following be considered confidential or exempt from the Missouri Sunshine Law:

9.3.1 Respondent’s entire proposal

9.3.2 Respondent’s pricing

9.3.3 Respondent’s proposed method of performance, including schedule of events, and/or deliverables

9.3.4 Respondent’s experience information including customer lists or references

9.3.5 Respondent’s product specifications unless specifications disclose scientific and technological innovations in which the owner has a proprietary interest.

9.4 The County generally does not use standard contract forms which may be provided by the Respondent. The

Contract/Agreement used by the County will include both the Request for Proposal and the Respondent’s proposal. In the event that conflicts in language exist between the Request for Proposal and the Respondent’s Proposal, the provisions of the Request for Proposal shall govern. The Respondent shall list all exceptions as instructed under General

Conditions, Item Number Four of this Request for Proposal. Please note that the Respondent’s proposal is subject to

Rejections if Exceptions to the County’s General Conditions, Scope of Services and/or forms are requested.

9.5 Respondent must agree to the following standard provisions:

9.5.1 Indemnifications: Contractor/Respondent agrees, to the fullest extent permitted by law, to indemnify and hold the County harmless from damages and losses arising from the negligent acts, errors, or omissions of the

Contractor/Respondent in the performance of the work under this Contract/Agreement, to the extent that the

Contractor/Respondent’s responsible for such damages and losses on a comparative basis of fault and responsibility between Contractor/Respondent and the County. Contractor/Respondent is not obligated to indemnify the County for the County’s own negligence. Contractor/Respondent’s obligations under this section shall be limited to the coverage and limits of insurance that Contractor/Respondent is required to procure and maintain under the Contract/Agreement. Insurance shall be procured and maintain by the Contractor/Respondent as described in Exhibit A of this Request for Proposal. Contractor/Respondent shall file Certificate of Insurance with the Jackson County Purchasing Department in the form described in Exhibit A within the time limit also described in the Exhibit.

9.5.2 Independent Contractor: Contractor/Respondent acknowledges and agrees that all County information and records are confidential and will not be disclosed or made available to anyone outside the County organization unless authorized to do so in writing.

9.5.3 Complete Agreement: Parties agree that this Contract/Agreement together with the Jackson County, Missouri

Request for Proposal No. 25-054 and Contractor/Respondent’s response thereto constitute the complete and exclusive agreement between the parties which supersedes all prior understandings or agreements, oral or written, and all other communications between parties relating to the subject matter of this Contract/Agreement.

9.5.4 Notices: Any notice which either party shall be required by this Contract/Agreement to give the other shall be in writing and delivered by mail addressed to the respective parties as follows, or to such other addresses, as the respective parties may designate from time to time:

County: Jackson County, Missouri

415 E 12th Street, Room 105

Kansas City, Missouri 64103

Contractor/Respondent: ______________________________________