3-25-035 Specifications.pdf

Jackson County, Missouri Invitation to Bid No. 25-035

1.0 INTRODUCTION

1.1 Jackson County, Missouri is seeking a Twenty-Four (24) Month Term and Supply Contract with One (1) Twelve Month Options to Extend for the furnishing of Shredding Services for use by various County Departments.

1.2 Although exact usage cannot be determined, the County estimates it will spend $55,000 annually on Shredding

Services.

1.3 Jackson County, Missouri Invitation to Bid No. 25-035 has a response deadline of 2:00 p.m., CST on September 2, 2025.

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 split the contract award.

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

1.7 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., CST on August 26, 2025.

2.3 All answers to questions will be published via Addenda/Amendment to the Invitation to Bid on the Jackson County

Bonfire Portal.

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 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 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 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.

3.5 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.

3.6 Bonfire will only notify the Respondent(s) of questions answered and addendums issued if they have obtained this

Invitation to Bid through Bonfire.

4.0 AWARD REQUIREMENTS

4.1 Successful Respondent shall have a current NAID AAA Certification.

4.2 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.

4.3 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.

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

4.5 Other Licenses: The Successful Respondent must provide upon written request, evidence of current required

Federal, State, and Local Occupational Licenses.

4.6 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.

4.7 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 Attachment 2. NOTE: Do not list Jackson County, Missouri as a reference here.

5.0 SCOPE OF WORK

5.1 GENERAL

5.1.1 Off-site shredding will be picked up at the Downtown Kansas City Courthouse, the Eastern Jackson County

Courthouse and the Historic Truman Courthouse

5.1.2 On-site shredding will be conducted at centralized staging areas on Jackson County property in Kansas City, MO and Lee’s Summit, MO

5.2 LOCATIONS

5.2.1 Off-site shredding pick-up locations:

5.2.1.1 Jackson County Courthouse – Downtown Kansas City

415 East 12th Street Kansas City, MO 64106

5.2.1.2 Jackson County Courthouse – Eastern Jackson County

308 West Kansas Avenue Independence, MO 64050

5.2.1.3 Historic Truman Courthouse – Eastern Jackson County

106-110 North Main Independence, MO 64050

5.2.2 On-site shredding locations:

5.2.2.1 Jackson County Medical Examiner’s Office

950 East 21st Street Kansas City, MO 64108

5.2.2.2 Jackson County Sheriff’s Office

4001 Northeast Lakewood Court Lee’s Summit, MO 64064

5.2.2.3 Jackson County Records Center

1560 West GeoSpace Drive Independence, MO 64056

5.2.2.4 Jackson County Department of Corrections

1300 Cherry Street Kansas City, MO 64106

5.3 BARRELS

5.3.1 The Successful Respondent will provide, at no cost to the County, lockable, approximately 65-gallon barrels for the County to place the documents in as follows (These are estimates and could vary either increase or decrease). The barrels will be brought to a staging area by County Staff, and, after shredding, the barrels will be returned to their location by County Staff.

5.3.1.1 Jackson County Courthouse – Downtown Kansas City = 40 Barrels

5.3.1.2 Jackson County Courthouse – Eastern Jackson County = 15 Barrels

5.3.1.3 Jackson County Courthouse – Historic Truman Courthouse = 5 Barrels

5.3.1.4 Jackson County Medical Examiner’s Office = 4 Barrels

5.3.1.5 Jackson County Records Center = 50 Barrells

5.3.1.6 Jackson County Department of Corrections = 8 Barrels

5.4 OTHER SPECIFICATIONS

5.4.1 Paper shall be shredded to less than 5/8 inch.

5.4.2 A Certificate of Destruction shall be provided to all County Departments using this contract after each visit to ensure compliance with document destruction standards.

5.4.3 The Successful Respondent shall be responsible for recycling shredded paper and providing an accounting activity for the tracking amount of recyclable paper to all County Departments using this contract.

5.4.4 The Successful Respondent shall accept paper to be shredded by Jackson County in other containers such as boxes, barrels, etc. and will estimate volume and charge accordingly.

5.4.5 The Successful Respondent shall accept the following, but not limited to, for shredding and/or recycling:

• Paper

• Shredded Paper

• Hard Back Books

• Bound paper

• Telephone Books

• Three (3) Ring Binders

• Small Cardboard Boxes

• Microfilm

• CD/DVD

• Cassettes

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 Exhibit – Bidders Quotation Sheet

7.1.6 Exhibit F – Exceptions

7.1.7 M/W/DBE Participation Affidavit/List of Intended Subcontractors (LIS)

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 Copy of NAID AAA Certification

8.1.4 Statement of Contractor’s Qualifications

8.1.5 Acknowledgement of Receipt of Addenda

8.1.6 Greater Kansas City Metropolitan Area Information Memo, if applicable

8.1.7 Two (2) Dedicated Email Addresses

8.1.8 Attachment 1 – Bidders Quotation Sheet

8.1.9 Exhibit F – Bidders Exceptions

8.1.10 M/W/DBE Participation Affidavit/List of Intended Subcontractors (LIS)

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