1-RFP 26-036 Scope of Services.pdf

Jackson County, Missouri Request for Proposals No. 26-036

1.0 INTRODUCTION

1.1 Jackson County, Missouri is seeking proposals for a Twelve (12) Month Term Contract with One (1) Twelve Month Option to Extend for the furnishing of an Expungement Clinic for use by Jackson County, MO Prosecuting Attorney’s Office.

1.2 At this time, exact usage cannot be determined on the Expungement Clinic.

1.3 Jackson County, Missouri Request for Proposal No. 26-036 has a response deadline of 2:00 p.m., CDT on June 9, 2026.

1.4 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.

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

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

1.7 Jackson County reserves the right to waive informalities or irregularities.

1.8 Jackson County reserves the right to modify the scope based but not limited to budget, environmental conditions, or performance.

1.9 Jackson County reserves the right to award the contract in whole or in part.

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

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

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.

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 Request for Proposal on the Jackson

County Bonfire Portal. Bonfire will only notify the Respondent(s) of questions answered and addendums issued if they have obtained this Request for Proposal 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 Request for Proposal 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 MBE/WBE/VBE Goals: Compliance with Chapter 6 of the Jackson County Code for Minority, Women and

VETERAN Business Utilization may be required on this Request for Proposal. The MBE/WBE/VBE Participation Affidavit (Attachment C) must be filled out and returned with your response. If the MBE/WBE/VBE Participation Affidavit has goals assigned, the Recommended Awardee(s) will be required to submit a List of Intended Subcontractors (LIS) to the Compliance Review Office for approval before the final award.

3.3 W-9 Form: The Successful Contractor must provide a complete IRS W-9 Form for this Contract.

3.4 Document Submittal: All documents listed herein the Required Submittal (Section 10.0) 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.

3.5 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 three (3) 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: NOTE: Do not list Jackson County, Missouri as a reference.

4.7 Upon request, Successful Respondent must provide proof of being financially capable and solvent prior to awarding this contract

5.0 SCOPE OF SERVICES

5.1 Purpose

5.1.1 Jackson County, Missouri Prosecuting Attorney’s Office is soliciting proposals from qualified legal service providers to provide comprehensive expungement services for eligible residents seeking record clearance under Missouri Revised Statutes (RSMo) Sections 610.140, 610.1405, 610.1406, 610.1407, and associated local court rules applicable within the 16th Judicial Circuit Court of Jackson County.

5.1.2 Upon completion of an expungement, each petitioner would be represented for a flat fee of $250.00.

5.1.3 Legal counsel required beyond the services provided within the expungement clinic will be handled between the Successful Respondent and the petitioner and will not involve the County.

5.2 Applicable Laws and Regulations

5.2.1 The Successful Respondent shall deliver services in compliance with:

5.2.1.1 RSMo 610.140 (Criminal Record Expungement)

5.2.1.2 RSMo 610.1405-610.1407 (Expungement of Arrest Records and Additional Procedures)

5.2.1.3 Missouri Supreme Court Rules, including Rule 103 for filing and confidentiality

5.2.1.4 Local Rules of the Circuit Court of Jackson County, Missouri – 16th Judicial Circuit

5.2.1.5 Requirements and fee schedules of the Jackson County, Missouri – 16th Judicial Circuit

5.2.1.6 Relevant federal and state privacy, data security, and attorney-client privilege laws

5.3 Program Objectives

5.3.1 The Successful Respondent shall assist eligible Jackson County residents by:

5.3.1.1 Determining eligibility for expungement under applicable Missouri statutes.

5.3.1.2 Preparing and filing legally compliant expungement petitions with all required attachments.

5.3.1.3 Providing counsel and representation throughout the expungement process, including hearings.

5.3.1.4 Reducing barriers to employment, housing, and stability by facilitating record clearance.

5.4 Clinic Planning, Coordination, and Operations

5.4.1 Clinic Structure

5.4.1.1 The Successful Respondent shall participate in regularly scheduled expungement clinics at County-designated or County-approved facilities within Jackson County.

5.4.1.2 The Successful Respondent shall offer both appointment-based and walk-in service models as needed.

5.5 Intake, Screening, and Eligibility Determination

5.5.1 Intake Procedures

5.5.1.1 The Successful Respondent shall implement a standardized intake process to collect personal information, court records, charges, outcomes, and dates.

5.5.1.2 The Successful Respondent shall obtain client-signed authorization forms allowing the

Respondent to pull relevant legal records.

5.5.2 Eligibility Screening Based on Missouri Statutes

5.5.2.1 Screen for eligibility according to RSMo 610.140, including:

5.5.2.1.1 Verification of mandatory waiting periods (3 years for misdemeanors/ordinances; 7 years for eligible felonies).

5.5.2.1.2 Confirmation that the offense is not excluded from expungement (e.g., dangerous felonies, sex offenses, domestic assault, DUI/DWI, or offenses resulting in death).

5.5.2.1.3 Verification that any required restitution or court costs have been satisfied.

5.5.2.1.4 Assessment of the Missouri limit of not more than one felony and not more than two misdemeanors/ordinance violations expunged in a lifetime, unless exceptions apply.

5.5.3 Explanation of Eligibility

5.5.3.1 The Successful Respondent shall provide written and verbal explanations to participants regarding eligibility determinations, next steps, and limitations.

5.6 Legal Services, Document Preparation, and Filing Requirements

5.6.1 Legal Consultation

5.6.1.1 The Successful Respondent shall provide attorney-led legal counseling regarding expungement statutes, consequences, and court expectations.

5.6.2 Criminal Record Review

5.6.2.1 The Successful Respondent shall obtain records from:

5.6.2.1.1 Missouri Case.net

5.6.2.1.2 Jackson County Circuit Court

5.6.2.1.3 Kansas City Municipal Court

5.6.2.1.4 Other Missouri counties, if needed

5.6.2.2 The Successful Respondent shall identify all eligible charges and determine the appropriate jurisdiction for filing.

5.6.3 Petition Preparation and Supporting Documentation

5.6.3.1 The Successful Respondent shall prepare all petitions using required Jackson County forms, filing protocols.

5.6.3.2 The Successful Respondent shall draft supporting documents, including:

5.6.3.2.1 Proposed Orders

5.6.3.2.2 Affidavits

5.6.3.2.3 Financial hardship affidavits (for fee waiver requests)

5.6.3.2.4 Notice of Petition to relevant law enforcement agencies and prosecuting authorities

5.6.4 Filing and Tracking

5.6.4.1 The Successful Respondent shall file petitions according to Jackson County’s electronic or in-person filing rules.

5.6.4.2 The Successful Respondent shall monitor filings for acceptance, deficiencies, objections, or hearing dates.

5.6.4.3 The Successful Respondent shall manage correspondence with the Jackson County Prosecuting

Attorney, Missouri State Highway Patrol (MSHP), and applicable agencies.

5.7 Court Representation

5.7.1 The Successful Respondent shall represent clients at expungement hearings before judges of the Jackson County Circuit Court, 16th Judicial Circuit.

5.7.2 The Successful Respondent shall prepare clients for hearings and provide post-hearing guidance.

5.7.3 The Successful Respondent shall track final orders and ensure agencies receive and process expungement directives.

5.8 Data Collection and Reporting Requirements

5.8.1 The Successful Respondent shall maintain accurate and confidential data on:

5.8.1.1 Number of individuals served

5.8.1.2 Demographics (non-identifying, aggregate)

5.8.1.3 Number of charges reviewed

5.8.1.4 Eligibility rates

5.8.1.5 Petitions drafted

5.8.1.6 Petitions filed

5.8.1.7 Expungements granted

5.8.1.8 Cases requiring additional follow-up

5.8.2 Reporting Schedule

5.8.2.1 The Successful Respondent shall provide monthly activity reports

5.8.2.2 The Successful Respondent shall provide quarterly outcomes reports

5.8.2.3 The Successful Respondent shall provide an annual summary report including long-term program impact.

5.8.2.4 All reports shall be submitted in County-approved formats.

5.9 Accessibility and Equity Requirements

5.9.1 The Successful Respondent shall ensure services are accessible to all eligible residents regardless of income or background.

5.9.2 The Successful Respondent shall provide language access (interpreters, translation of key materials).

5.9.3 The Successful Respondent shall deliver services in a culturally competent, trauma-informed manner.

5.9.4 The Successful Respondent shall provide ADA-compliant accommodations at all clinic events.

5.10 Compliance, Quality Assurance, and Confidentiality

5.10.1 The Successful Respondent shall follow all Missouri Bar ethical rules and professional standards.

5.10.2 The Successful Respondent shall protect all personal data in accordance with state and federal privacy laws.

5.10.3 The Successful Respondent shall always maintain attorney-client privilege.

5.10.4 The Successful Respondent shall implement internal quality controls for legal documents and services.

5.10.5 The Successful Respondent shall notify the County immediately of any operational or legal issues impacting services.

6.0 PROPOSAL FORMAT

6.1 Proposal shall be on letterhead or plain paper and uploaded to Bonfire with Purchasing Forms and shall consist of the following and organized in the following manner:

6.1.1 Cover Page - Firm Name, Address, Phone Number, Website, Principal Contact and Email Address

6.1.2 Requested Purchasing Forms (see Section 9.0)

6.1.3 Description of Respondent’s general background and qualifications: Proposal must demonstrate:

6.1.3.1 Years of experience practicing law

6.1.3.2 Knowledge of the expungement process in Missouri

6.1.3.3 Successful completion of similar projects

6.1.4 Experience and References: Provide at least three (3) examples of similar work performed and completed with other local municipalities and provide at least three (3) professional references. NOTE: Please do not include any County Associates name or any work performed on a Jackson County, Missouri project.

6.1.5 Confirmation of pricing structure outlined in section 5.1.2 and 5.1.3

6.1.6 Proof of License to practice law in Missouri, and Insurance Documentation.

6.2 Failure to provide the requested information outlined in this Section may result in the reduction of evaluation/criteria points or possibly the REJECTION of your proposal.

7.0 EVALUATION PROCESS

7.1 All bids that are responsive to the General Conditions, Specifications, and other provisions of this Request for

Proposal will be evaluated.

7.2 An Evaluation Committee made up of Jackson County, Missouri Personnel will evaluate bids and make recommendations.

7.3 Jackson County, Missouri shall be the sole judge of the proposal submitted, and its decisions shall be final.

8.0 CONTRACT NEGOTIATIONS

8.1 Upon the selection of the successful Proposal, a contract incorporating the General Conditions, Scope of Services and any other provisions of this Request for Proposal 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, and upon a three (3) business day notification to the selected respondent, the County may reject the proposal and proceed to award the Contract to the next “best” respondent.

8.2 Pursuant to Section 610.021 RSMo, proposals and related documents shall not be available for public review until a contract has been awarded, or all proposals are rejected.

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

8.4 The County does not generally use standard contract forms which may be provided by the Respondent. The contract documents used by the County will include both the Request for Proposal and the Respondent’s proposal. If 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, Section 4.0 of this Request for Proposal. Please note that the Respondent’s Proposal is subject to rejection if unacceptable Exceptions to the County’s Standard Contract are requested.

8.5 The Successful Respondent must agree to the following standard provisions:

Indemnification: 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 Respondent in the performance of the work under this Contract, to the extent that Respondent is responsible for such damages and losses on a comparative basis of fault and responsibility between Respondent and the County. Respondents are not obligated to indemnify the County for the County’s own negligence.

Independent Contractor: Respondent shall work as an independent contractor and not as an employee of the County.

Respondent shall be subject to the direction of the County only as to the result to be accomplished and not as to the means and methods for its own Federal, State and City withholdings taxes and all other taxes, and operates its business independent of the business of the County except as required by this Contract.

Confidentiality: Respondent acknowledges and agrees that all County information and records are confidential and will not disclose or make available this information or records to anyone outside the County organization unless authorized to do so in writing by the County.

Complete Agreement: Parties agree that this Contractor together with Jackson County, Missouri Request for Proposal No. 26-006 and Respondents’ response thereto constitute the complete and exclusive agreement between the parties which supersede all prior proposals or understandings or agreements, oral or written, and all other communications between parties relating to the subject matter of this Contract.

Notices: Any notice which either party shall be required by this Contract 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.

9.0 ATTACHMENTS

9.1 Attachment A – Purchasing Forms to be downloaded, filled out and submitted with bid:

9.1.1 Affidavit

9.1.2 Certificate of Compliance

9.1.3 Acknowledgment of Receipt of Addenda

9.1.4 Exhibit F – Exceptions

9.2 Attachment B – General Purchasing Information to be downloaded and ready prior to submitting your bid:

9.2.1 General Terms and Conditions

9.2.2 Exhibit A – Insurance

10.0 REQUIRED SUBMITTALS

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

10.1.1 Proposal (including Pricing on Separate documents; See Section 6.0)

10.1.2 Affidavit

10.1.3 Copy of Certificate of Compliance

10.1.4 Acknowledgement of Receipt of Addenda

10.1.5 Exhibit F – Bidder’s Exceptions

10.1.6 Greater Kansas City Metropolitan Area Information Memo (see Section 3.1)

10.1.7 Two (2) Dedicated Email Addresses (see Section 4.5)

10.1.8 Copy of Supplier W9 Form (Section 3.3)

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