2-26-032 Bid Information Guide.pdf

Jackson County, Missouri Invitation to Bid No. 26-032

1.0 INTRODUCTION

1.1 Jackson County, Missouri is seeking bids for a Twenty-Four (24) Month Term and Supply Contract with One

(1) Twelve Month Options to Extend for the furnishing of Kitchen Equipment Repair Services for use by Jackson County, MO Department of Corrections.

1.2 Although exact usage cannot be determined, the County estimates it will spend $50,000 annually on Kitchen

Equipment Repair Services.

1.3 Jackson County, Missouri Invitation to Bid No. 26-032 has a response deadline of 2:00 p.m., CT on May 26, 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 bids.

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

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

1.8 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., CT on May 19, 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 are 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

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.

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https://jacksongov.bonfirehub.com/

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 Invitation to Bid. The MBE/WBE/VBE Participation Affidavit (Attachment A) 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 Compliance with Responsible Bidder’s Ordinance: Compliance with Jackson County, Missouri Ordinance No. 5825 for Responsible Bidders may be required for this bid. Responsible Bidders Affidavit (included with the Purchasing Forms, Attachment 2) must be read, completed, notarized and included with your bid response. Failure to attach the notarized form with your bid response may result in the REJECTION OF YOUR BID.

3.4 PREVAILING HOURLY WAGE RATES: Compliance with the Prevailing Hourly Rate of Wages for Workmen may be required on this Contract pursuant to Section 290.262 RSMo 1994, the Division of Labor Standards, State of Missouri. The County’s Annual Wage Order from the State of Missouri is included as part of this Invitation to Bid.

3.4.1 The Successful Contractor may request increases in Hourly Wage Rates quoted during the Term of the

Contract only when the increase is equal to or less than the increase in the State of Missouri’s Prevailing Hourly Rate of Wages for Workmen in that occupational title category. However, hourly rate increases will take effect only when the Successful Contractor has provided evidence in writing is such increases to the reasonable satisfaction of the Purchasing Supervisor and the Purchasing Department has indicated approval of such increase in writing.

3.4.2 PREVAILING WAGE RATES: Wage rates will only be utilized if a projected repair exceeds $75,000.

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

3.6 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.

3.7 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 Information:

5.1.1 The list of equipment below is potential equipment items that Successful Contractor must provide preventative maintenance and additional repair services, but not limited to these items alone:

5.1.1.1 Ovens

5.1.1.2 Food Warmers

5.1.1.3 Tilting Skillets

5.1.1.4 Steam Tables

5.1.1.5 Can Openers

5.1.1.6 Mixers

5.1.1.7 Refrigerators

5.1.1.8 Freezers

5.1.1.9 Flat Top/Grill

5.1.1.10 Dish Washer

5.1.1.11 Walk-in Coolers

5.1.1.12 Hood Systems/Vents & Filters

5.1.1.13 Beverage Dispenser

5.1.1.14 Deep Fryers

5.1.1.15 Steam Kettles

5.1.1.16 Utility Carts

5.1.1.17 Garbage Disposal

5.1.1.18 Ice Machine

5.1.1.19 Serving Line

5.1.2 Providing necessary labor, materials/supplies, including that will allow for the Successful Contractor to maintain all covered equipment in prime operating condition with manufacturers’ service recommendation(s).

5.1.3 Comprehensive routine maintenance should protect against most mechanical failures. Any failures that are covered shall be returned to operational duty as quickly as good repair maintenance dictates.

5.1.4 Around the clock services must be provided to return a failed piece of equipment to operation conditions if it is of critical nature.

5.1.5 The Successful Contractor will replace worn, failed or doubtful components and parts. Replacement shall be made with original manufacturer controls or equivalent if original manufacturer parts are unavailable.

5.1.6 Replacement parts of more than $500.00 will not be included in this contract/agreement and will be considered billable parts and will require authorization.

5.1.7 Successful Contractor must maintain records of all maintenance service and repairs related to the equipment included in this contract/agreement.

5.2 Purchase Orders:

5.2.1 If awarded a Contract because of this Invitation to Bid, the Successful Respondent must have a hard copy of a Purchase Order issued by the Jackson County, Missouri Purchasing Department BEFORE providing any goods or services. Any services performed that are not covered by a Purchase Order will be at the Successful Respondent’s risk and expense.

5.2.2 Failure to adhere to this policy will result in the immediate termination of the Contract.

5.2.3 Blanket Purchase Orders will be issued for a stated dollar amount and will terminate when the dollar amount shown has been used, the end of the County’s fiscal year or when the Contract expires, whichever is earlier.

5.2.4 Digitally Transmitted Purchase Orders: It is the intent of the County to email all Purchase Orders on this Contract. Respondent shall supply a valid email address for ordering purposes.

5.3 Price Increase:

5.3.1 The Successful Contractor may increase prices only when the increase applies to the General Public and is stated officially in writing to the Jackson County, Missouri Purchasing Administrator. Price increases shall not take effect against the County until the Successful Contractor has verified the fulfillment of this condition to the reasonable satisfaction of the County’s Purchasing Administrator. No price increase will be allowed during the first six (6) months of the term of this contract. It is the responsibility of the Successful Contractor to provide updated pricing.

5.4 Fuel Surcharge:

5.4.1 Fuel Surcharges will only be allowed during the term of this contract or any of its extensions when the increase applies to the General Public and after the Successful Respondent(s) has submitted supporting documents to the Purchasing Administrator.

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

7.1.3 Statement of Contractor’s Qualifications

7.1.4 Acknowledgment of Receipt of Addenda

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

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

7.1.7 Attachment 1 – Bidder’s Quotation Sheet

7.1.8 Exhibit F – Bidder’s Exceptions

7.1.9 M/W/VBE Participation Affidavit, if applicable

7.1.10 Responsible Bidder’s Ordinance, if applicable

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

8.1.7 Two (2) Dedicated Email Addresses

8.1.8 Copy of Supplier W9 Form (Section 3.5)

8.1.9 Attachment 1 – Bidder’s Quotation Sheet

8.1.10 M/W/VBE Participation Affidavit, if applicable

8.1.11 Responsible Bidder’s Ordinance, if applicable

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