3-ITB 26-020 Water Testing Services Specifications.pdf

Jackson County, Missouri Invitation to Bid No. 26-020

1.0 INTRODUCTION

1.1 Jackson County, Missouri is seeking a Twelve (12) Month Term and Supply Contract with Two (2) Twelve Month Options to Extend for the furnishing of Water Testing Services for use by the Parks + Rec Department.

1.2 Although exact usage cannot be determined, the County estimates it will spend $6,000.00 annually on

Water Testing Services.

1.3 Jackson County, Missouri Invitation to Bid No. 26-020 has a response deadline of 2:00 p.m., CDT on

May 5, 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 add and/or delete locations as necessary.

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.

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., CDT on April 28, 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. Respondents 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 is grounds for REJECTION of the Respondent’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 https://jacksongov.bonfirehub.com/

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 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.

3.3 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 If bid documents are obtained by the Respondent from a source other than Bonfire, it will be the Respondent's responsibility to verify all due dates and pertinent information (i.e. Response Deadline, Questions Deadline, Intent to Bid Deadline, Addendums) in the Bonfire Portal.

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 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 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 Dedicated email addresses: All Purchase Orders, Award Letters and other information will be issued to awarded Respondents via email. It is the Respondents’ 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 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.

5.0 SPECIFICATIONS

5.1 The following are specifications required for comprehensive Water Testing Services across various

County locations to ensure the continued safety, compliance, and quality of our lake and park areas.

5.2 Water samples are collected by County personnel and will be delivered to the successful contractor’s location for testing according to the schedules detailed below in the next few paragraphs below.

5.3 The successful contractor must email the test results to the County personnel listed below:

Park Biologist Superintendent of Park Operations Natural Resources Supervisor

5.4 Names and email addresses will be provided to the successful contractor upon contract award.

5.5 Tests Required:

5.5.1 E. COLI TEST

5.5.1.1 Weekly samples are collected from the first week of May through the last week of

September at the following lakes and beaches:

Blue Springs Lake Longview Lake Lake Jacomo Prairie Lee Lake Kemper (Pond) Outdoor Education Center

5.5.1.2 E. Coli test results for lakes and beaches must be emailed to County personnel within 24 hours after receiving the samples.

5.5.1.3 Retakes are required when Environmental Protection Agency (EPA) minimums are not met.

5.5.1.4 The yearly estimated number of E. Coli tests is: 50 tests, including retakes.

5.5.2 BLUE GREEN ALGAE TEST

5.5.2.1 Samples are collected around mid-May and mid-October at the following location:

Kemper (Pond) Outdoor Education Center

5.5.2.2 Blue Green Algae test results for Kemper (Pond) Outdoor Education Center must be emailed to County personnel within 24 hours after receiving the samples.

5.5.2.3 Retakes are required when Environmental Protection Agency (EPA) minimums are not met.

5.5.2.4 The yearly estimated number of Blue Green Algae tests is: 2 tests

5.6 All work performed under this contract must be covered by a purchase order. Under no circumstances will work be performed that is not authorized in advance by a purchase order. Any work performed that is not covered by a purchase order will be at the Respondent’s risk and expense.

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 Attachment 1 - Bidder’s Quotation Sheet

7.1.6 Exhibit F – Exceptions

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 Certificate of Compliance

8.1.3 Statement of Contractor’s Qualifications

8.1.4 Acknowledgement of Receipt of Addenda

8.1.5 Greater KCMO Metropolitan Area Information Memo (per section 3.0, on company letterhead)

8.1.6 Attachment 1 - Bidder’s Quotation Sheet

8.1.7 Exhibit F – Bidder’s Exceptions

8.1.8 Two (2) Dedicated Email Addresses (per section 4.5, on company letterhead)

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