3-25-052 Scope of Services.pdf

Jackson County, Missouri Request for Quotation No. 25-052

1.0 INTRODUCTION

1.1 Jackson County, Missouri is seeking quotations from qualified Respondents for a Twenty-Four (24) Month Term and Supply Contract with One (1) Twelve Month Options to Extend for the furnishing of Rental Vehicle Services for use by Various County Departments

1.2 Although exact usage cannot be determined, the County estimates it will spend $170,000 annually on Rental Vehicle

Services.

1.3 Jackson County, Missouri Request for Quotation No. 25-052 has a response deadline of 2:00 p.m., CT on January

20, 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 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 Request for Quotation shall be communicated electronically through the Jackson

County Bonfire Portal via the Opportunity Q&A on the Request for Quotation.

2.2 All questions must be received in the Bonfire Portal by 5:00 p.m., CT on January 13, 2026.

2.3 All answers to questions will be published via Addenda/Amendment to the Request for Quotation 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 Quotation 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 Quotation during the solicitation and evaluation process. Inappropriate contact is 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 Request for Quotation. 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 Experience: The Successful Respondent(s) must have a minimum of five (5) years of successful commercial experience providing rental car services comparable to those required under this Request for Quotation.

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.

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 W-9 Form: The Successful Contractor 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 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 Attachment

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

5.0 SPECIFICATIONS

5.1 Background:

5.1.1 J Jackson County requires the rental/leasing of vehicles for use by various County Departments on an “as needed” basis.

5.1.2 The County is self-insured and therefore seeking Quotations that incorporate not less than $1,000,000 in Combined Single Limit Liability Insurance.

5.2 General Requirements:

5.2.1 The Successful Respondent(s) must have locations within thirty (30) miles of Kansas City, Missouri.

5.2.2 Successful Respondent(s) shall secure, maintain, and pay for any federal, state, and local licenses and registrations required to provide the services referenced in this Request for Quotation.

5.2.3 The Successful Respondent(s) nor its agents, servants, or employees will not disclose to anyone the identity of any vehicles leased to the County.

5.2.4 The Successful Respondent(s) will offer unlimited mileage for vehicles.

5.2.5 The Successful Respondent(s) will offer unlimited exchanges for the County and its departments and shall not charge any penalties or fees.

5.2.6 The Successful Respondent(s) will offer window tinting or the ability for the County to tint the windows on cars that are rented/leased monthly. Successful Respondent(s) shall not charge the County to remove the tint from windows.

5.2.7 The Successful Respondent(s) must rent vehicles to people eighteen (18) years or older without additional fees or surcharges.

5.2.8 The Successful Respondent(s) shall hold the County harmless from any physical damage, loss, vandalism, fire, or theft of the rental vehicle provided rental vehicle was not used by the County in any manner listed in Section 5.9. Successful Respondent(s) shall not charge the County any collision/loss damage waiver fee.

Successful Respondent(s) specifically waives any right to submit any claim against the County for any physical damage, loss, vandalism, fire or theft, or any other costs such as downtime, loss of revenue, administrative expenses, and other expenses, of a rental vehicle provided under this Contract, provided rental vehicle was not used by the County in any manner listed in Section 5.9. Notwithstanding above, County Employees shall not smoke in the Successful Respondent(s)’ vehicles, and Successful Respondent(s) may reasonably charge the County for any smoking damage caused by County Employees.

5.3 Insurance

5.3.1 The Successful Respondent(s) must provide liability insurance and collision damage waiver at no additional cost. Successful Respondent(s) shall not charge any loss or use fees to the County. This insurance shall also cover any optional item added at the time of travel.

5.3.2 The Successful Respondent(s) shall provide supplemental liability insurance with each vehicle rental transaction at no additional cost to County. This supplement liability insurance shall extend third party liability protection to the County is a combined single limit amount per occurrence of not less than $300,000 per accident for bodily injury, death, or property damage to others arising out of the use or operation of the rental vehicle.

5.3.2.1 Jackson County, Missouri is interested in maintaining $1,000,000 in CSL. Include in your proposal how your company can deliver and/or provide alternatives your company can offer.

5.4 Required Vehicles

5.4.1 Compact: Hyundai Accent, Kia Rio, Nissan Versa, Suzuki SX4, Toyota Yaris or approved equal.

5.4.2 Intermediate/Standard/Mid-Size: Ford Focus, Chevrolet Cavalier, Dodge Neon, Chevrolet Cobalt, Dodge

Caliber, Kia Spectra, Hyundai Elantra, Mazda 3, Nissan Sentra, Pontiac G5, Toyota Corolla, Dodge Stratus, Chevrolet Malibu, Chrysler PT Cruiser, Chrysler Sebring, Dodge Avenger, Ford Fusion, Hyundai Sonata, Kia Optima, Kia Rondo, Mazda 5, Pontiac G6, Volkswagen Jetta, Toyota Matrix or approved equal.

5.4.3 Full Size: Ford Taurus, Chevrolet Impala, Toyota Camry, Honda Accord, Pontiac Grand Prix, Mitsubishi

Gallant, Buick Lacrosse, Dodge Charger, Ford Mustang, Nissan Altima, Mazda 6, Saturn Aura, VW Passat or approved equal.

5.4.4 Premium Size Sedan: Ford Crown Victoria, Kia Amante, Chrysler 300, Toyota Avalon, Mercury Grand

Marquis, Nissan Maxima or approved equal.

5.4.5 Station Wagons: Ford Taurus or approved equal.

5.4.6 Sport Utility: Chevrolet Blazer, Jeep Grand Cherokee, Dodge Durango, Ford Explorer or approved equal.

5.4.7 7-Passenger Mini-Van: Chevrolet Astro, Chevrolet Venture, Dodge Caravan, Chrysler Voyager, Ford Windstar, Pontiac Montana or approved equal.

5.4.8 12-Passenger Vans: Chevrolet 2500 Express, GMC 2500, Ford E350 or approved equal.

5.4.9 Small Pickup Truck: Chevrolet S-10, Ford Ranger, GMC Canyon, Chevrolet Colorado, Dodge Dakota, Nissan Frontier or approved equal.

5.4.10 Large Pickup Truck: Dodge Ram 1500, Ford F150, GMC Sierra 1500, Chevrolet Silverado 1500, Nissan Titan, Toyota Tundra or approved equal.

5.4.11 Cargo Vans: Chevrolet 1500 Express Cargo, Ford Econoline, Dodge Ram Van or approved equal.

5.5 Vehicle Requirements

5.5.1 The Successful Respondent(s) shall only provide the County with rental vehicles with fewer than 40,000 miles and less than two (2) years old, unless otherwise specified.

5.5.1.1 Successful Respondent(s) certified that odometer and original miles are the same and are accurate.

5.5.2 Minimum Standard Equipment shall include automatic transmission, power steering, power brakes, air conditioner, AM/FM radio, air bags and all-season radial tires.

5.5.3 Successful Respondent(s) shall equip and maintain all rental vehicles to meet all federal, state, and local vehicle safety standards, codes, and ordinances.

5.6 Maintenance and Operating Expenses

5.6.1 Jackson County will provide gasoline or fuel in rented/leases vehicles.

5.6.2 The Successful Respondent(s) shall provide all other maintenance and operating expenses (including insurance). Respondent(s) shall only supply vehicles that have been maintained in accordance with manufacturer’s requirements, industry standards and all applicable laws.

5.7 Vehicle Impairment

5.7.1 If a vehicle becomes substantially impaired or unsafe to operate, in the County’s Judgement, while in the possession of the County, the Successful Respondent shall immediately replace the vehicle upon notification by the County at no extra charge. Respondent shall deliver the replacement vehicle to a location determined by the County. Respondent shall be responsible for all repairs and towing of vehicles.

5.8 Accidents

5.8.1 The County will promptly notify the Respondent of all accidents involving any rental/leased vehicle the

County has in its possession, including the time, place and nature of the accident or damage, the names and addresses of parties involved, persons injured, witnesses, owners or property damage, the place at which Respondent(s) may examine the vehicle and such other information as may be known by the County.

5.9 Fines, Expenses, Cost and Administrative Fees

5.9.1 Jackson County shall pay all fines, penalties and court costs for parking, traffic, tolls, and other violations, including storage liens and charges.

5.10 Proper Use of Vehicle

5.10.1 Jackson County agrees the rental/leased will not be used in the following situations:

5.10.1.1 By a driver who is under the influence of alcohol or any prohibited drugs.

5.10.1.2 For illegal purposes.

5.10.1.3 To push or tow another vehicle unless the vehicle is equipped for towing and is specified in the rental agreement.

5.10.1.4 In a test, race, or contest.

5.10.1.5 By an unlicensed driver.

5.10.1.6 Off paved, graded, or maintained roads, or driveways, except where the Respondent has agreed to this in writing beforehand. SUV’s cargo vans and pickup trucks shall be allowed, with Respondent’s prior written agreement, to operate off paved, graded or maintained roads and driveways or roads open for use by high-clearance vehicles.

5.10.1.7 By a driver who allows more passengers to occupy the vehicle than there are seatbelts or who does not require all passengers to comply with applicable seatbelt and child restraint laws.

5.10.1.8 By a driver who is under eighteen (18) years of age.

5.10.1.9 By a driver or occupant who is smoking.

5.11 Customer Service

5.11.1 The Successful Respondent(s) shall maintain a toll free 24-hour-per-day phone number where Respondent’s agents have access to the rates under this Request for Quotation.

5.11.2 The Successful Respondent(s) shall accept reservations at branch locations via-walk-in or local telephone number.

5.11.3 The Successful Respondent(s)’ personnel, at all locations, must have access to the rates and terms and conditions contained in this Request for Quotation.

5.11.4 The Successful Respondent(s) shall not charge additional fees for short notice reservations.

5.11.5 The Successful Respondent(s) shall attempt to meet 100% of the County’s reservations when twenty-four

(24) hours’ notice is given. If a reserved vehicle is not available at the time of pickup by the County, Respondent shall substitute a vehicle of similar or greater quality at no additional cost. Respondent should note on the invoice that a vehicle of the same or greater quality was substituted at same or lower price.

5.12 Vehicle Exchange

5.12.1 The Successful Respondent(s) will allow exchanges within one (1) week notification. In case of

Emergency, Successful will permit exchanges to be made within forty-eight (48) hours’ notice.

5.12.1.1 Vehicle Delivery: At the time of vehicle pickup, Successful Respondent(s) shall deliver to the

County a vehicle with a full tank of gas; proper fluid levels; coolant protect to -20 degrees; and in clean condition (inside and outside). All vehicles should be in like-new conditions with no body damage or mechanical problems that impede the safe operation of the vehicle.

5.12.1.2 Successful Respondent(s) may request County Employee to sign Respondent’s Standard Rental Form solely to document the delivery of the vehicle.

5.12.1.3 Vehicle Return: Jackson County shall return any rented/leased vehicle to the Successful

Respondent with a full tank of fuel. If Jackson County returns the vehicle to Respondent with less than a full tank of fuel, Respondent may invoice County for the mission fuel at the average retail cost of fuel for the market at the return location.

5.13 Invoicing & Paperwork

5.13.1 Orders: Jackson County will utilize Miscellaneous Blanket Purchase orders on the Contract. Miscellaneous

Blanket Purchase Orders are for an estimated dollar amount, and the Successful Respondent will bill the County against the Miscellaneous Purchase Order until the stated dollar amount is spent, the fiscal year ends, or the Contract terminates.

5.13.1.1 A hard copy of the Miscellaneous Purchase Order issued by the Finance and Purchasing

Department must be in place with the Successful Respondent before any items can be purchased.

Failure to adhere to this policy will result in the immediate termination of any resulting contract.

5.13.2 Invoicing: The Successful Respondent(s) must have flexibility in the billing cycle. Departments that rent vehicles monthly shall be billed monthly and have an individual car breakdown; other departments will be billed as needed.

5.13.2.1 Rental receipts and bills must clearly detail all surcharges, local taxes, concession fees, fuel charges and other charges that are not included in the rental price.

5.13.2.2 Invoices shall be issued for services within five (5) days of month end.

5.13.2.3 Invoices shall contain at a minimum the following transaction information:

5.13.2.3.1 License Plate Number

5.13.2.3.2 Delivery date and time

5.13.2.3.3 Odometer at time of delivery

5.13.2.3.4 Return date and time

5.13.2.3.5 Odometer at time of return

5.13.2.3.6 Reservation Number

5.13.3 Price Increases: The Successful Respondent(s) may increase prices only when the increase applies to the

General Public and is stated officially in writing to Jackson County, Missouri. Price increase shall not take effect against Jackson County until the Successful Respondent has verified the fulfillment of this condition to the reasonable satisfaction of the County’s Purchasing Department. No price increases will be allowed in the first twelve (12) months of this contract.

6.0 EVALUATION PROCESS

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

Quotation will be evaluated.

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

6.3 The Evaluation Committee will consider various factors when evaluating the responses for this Request for

Quotation, including, but not limited to:

6.3.1 Respondents’ References and Qualifications

6.3.2 Respondents’ Additional Insurance Options

6.3.3 Respondents Pricing

6.4 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.

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

7.0 PROPOSAL FORMAT

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

7.1.1 Cover Letter – limit to four (4) pages on Respondent’s Letterhead. The Cover Letter must:

7.1.1.1 Concisely state Respondent’s understanding of the Scope of Services

7.1.1.2 Include any additional relevant information not required in the Request for Quotation

7.1.1.3 Signature on cover letter shall be that of the person authorized to represent and bind Respondent’s company.

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 Year Company was established

7.1.2.1.3 Name, title, and telephone number of principal contact

7.1.2.1.4 Company’s 24-Hour customer service number

7.1.2.2 Brief history of Respondent’s Background

7.1.2.3 References, top three (3) customers. List references of equal or greater size than Jackson County’s estimated yearly average spend on the rental/leasing of vehicles.

7.1.3 Request for Quotation Forms: All forms contained within this Request for Quotation 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 Exhibit F – Exceptions

7.1.3.4 Attachment 1 – Bidder’s Quotation Sheet

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 Rental Form: The Respondent shall include a blank copy of Company’s Standard Rental Form.

7.1.6 Additional insurance options: The Respondent shall include documents outlining additional supplemental insurance coverage and options.

7.1.7 Pricing: The Respondent shall submit pricing for vehicle classes and/or alternates utilizing Respondent’s

Quotation Sheet (Attachment 1)

7.2 All responses to this Request for Quotation 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 Quotation 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 ATTACHMENTS

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

8.1.1 Affidavit

8.1.2 Certificate of Compliance

8.1.3 Acknowledgment of Receipt of Addenda

8.1.4 Attachment 1 – Bidder’s Quotation Sheet

8.1.5 Exhibit F – Exceptions

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

8.2.1 General Terms and Conditions

8.2.2 Exhibit A – Insurance

9.0 REQUIRED SUBMITTALS

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

9.1.1 Proposal (Section 7.0)

9.1.2 Executive Summary

9.1.3 Affidavit

9.1.4 Copy of Certificate of Compliance

9.1.5 Acknowledgement of Receipt of Addenda

9.1.6 Two (2) Dedicated Email Addresses

9.1.7 Attachment 1 – Bidder’s Quotation Sheet

9.1.8 Exhibit F – Bidder’s Exceptions

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

10.0 CONTRACT NEGOTIATIONS

10.1 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 Quotation 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.

10.2 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.

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

10.3.1 Respondent’s entire proposal

10.3.2 Respondent’s pricing

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

10.3.4 Respondent’s experience information including customer lists or references

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

10.4 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 Quotation and the Respondent’s proposal.

In the event that conflicts in language exist between the Request for Quotation and the Respondent’s Proposal, the provisions of the Request for Quotation shall govern. The Respondent shall list any and all exceptions as instructed under General Conditions, Item Number Four of this Request for Quotation. 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.

10.5 Respondent must agree to the following standard provisions:

10.5.1 Indemnifications: Respondent/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 Respondent/Respondent in the performance of the work under this Contract/Agreement, to the extent that the Respondent/Respondent’s responsible for such damages and losses on a comparative basis of fault and responsibility between Respondent/Respondent and the County. Respondent/Respondent is not obligated to indemnify the County for the County’s own negligence. Respondent/Respondent’s obligations under this section shall be limited to the coverage and limits of insurance that Respondent is required to procure and maintain under the Contract/Agreement.

Insurance shall be procured and maintained by the Respondent/Respondent as described in Exhibit A of this Request for Quotation. Respondent/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.

10.5.2 Independent Respondent: Respondent/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.

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

Request for Quotation No. 25-052 and Respondent/Respondent’s response thereto constitute the complete and exclusive agreement between the parties which supersede all prior understandings or agreements, oral or written, and all other communications between parties relating to the subject matter of this Contract/Agreement.

10.5.4 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