11-25-047 Respondents Information Irrigation System Installation for the Fred Arbanas Golf Course and the Frank White, Jr. Sports Complex.pdf

Jackson County, Missouri Request for Proposal No. 25-047

1.0 INTRODUCTION

1.1 Jackson County, Missouri is seeking proposals from qualified Respondents for the Base Bid work for the furnishing of all drawings, labor, materials, equipment, and other services necessary to install a new irrigation system in the championship course, par 3 course, driving range, putting green, entry and clubhouse areas within the Fred Arbanas Golf Course and provide the Base Bid work for the furnishing of all drawings, labor, materials, equipment, and other services necessary to install a new irrigation system in the designated outfields within the Frank White Jr Sports Complex at Longview Lake for the Parks + Rec. Dept.

1.2 Jackson County, Missouri Request for Proposal No. 25-047 has a response deadline of 2:00 p.m., CST on December 2, 2025.

1.3 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.

1.4 All submissions must be uploaded to the Bonfire website by 2 pm December 2. 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 bid documents are obtained by the Respondent from a source other than Bonfire, it will be the Respondents responsibility to verify all due dates and pertinent information (Response Deadline, Questions Deadline, Intent to Bid Deadline, Addendums) in the Bonfire Portal.

1.6 It is anticipated that this project will have a begin date on or around October 1, 2026 with an anticipated completion date of on or around April 1, 2027.

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 November 25, 2025.

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 Respondents 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 This Section Left Blank Intentionally

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 Experience: The successful Respondent must have a minimum of ten (10) years experience; include with your response similar irrigation projects you have completed in the past 10 years. Provide sports or athletic complexes name, location, awarded amount, and complete contact information. Similarly, for golf courses, provide golf course name, location, awarded amount, and complete contact information.

4.6 MBE | WBE | VBE Goals: Compliance with Chapter 6 of the Jackson County Code for Minority, Women and Veteran Business Utilization will 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 (Attachment C) has goals assigned, the Recommended Awardee(s) will be required to submit a List of Intended Subcontractors (LIS) to Compliance Review Office for approval before final award.

5.0 REQUEST FOR PROPOSAL INFORMATION

5.1 If you are not bidding “as specified”, detailed manufacturers specifications must be uploaded with your response.

Jackson County, Missouri reserves the right to determine if materials and equipment meet or exceed specifications.

5.2 Contract award will be made to the lowest and best response meeting the specifications.

5.3 Your Response (Bid Form) will be on your own form or letterhead and uploaded into the Bonfire Portal. If you need to submit manufacturers specifications, they can be uploaded with your quote.

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

6.4 The County’s Evaluation Committee will consider various factors when evaluating the responses for the Request for Proposal, including, but not limited to:

6.4.1 Respondents Pricing Sheet or Bid Form (on Respondents Letterhead)

6.4.2 Respondents Response to Special Conditions (scope of work) & Technical Specifications (on Respondents

Letterhead)

6.4.3 Experience on similar projects (see 4.5)

6.4.4 Exhibit F – Exceptions

6.4.5 Attachment C - MWVBE Participation Affidavit with LIS Form or Good Faith Effort Checklist

6.5 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.

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

7.0 ATTACHMENTS

7.1 25-047 Attachment A: Purchasing Information that needs to be downloaded and read prior to submitting your proposal:

Certificate of Compliance Notice, Exhibit A, Insurance Requirements, & General Conditions.

7.2 25-047 Attachment B: Purchasing Forms that need to be downloaded, filled out and uploaded with your proposal:

Addenda, Affidavit, Exhibit F, Responsible Respondent Affidavit, Attachment C including List of Intended Subcontractors or Good Faith Efforts Checklist.

7.3 25-047 Respondents Information Irrigation System Installation for the Fred Arbanas Golf Course and the Frank White, Jr. Sports Complex.

7.4 25-047 Professional Seals | Certifications for Fred Arbana GC & Frank White Sports Complex.

7.5 25-047 Fred Arbanas Golf Course Irrigation Improvements Plan.

7.6 25-047 Frank White Sports Complex Irrigation Improvements Plan.

7.7 25-047 Fred Arbanas Golf Course Special Conditions (scope of work) & Technical Specifications.

7.8 25-047 Frank White Sports Complex Special Conditions (scope of work) & Technical Specifications.

7.9 25-047 Fred Arbanas Golf Course Planting Irrigation (scope Area #1).

7.10 25-047 Frank White Sports Complex Planting Irrigation (scope Area #2).