3-ITB 26-033 Specifications Safety Equipment Supplies.pdf

Jackson County, Missouri Invitation to Bid No. 26-033

1.0 INTRODUCTION

1.1 Jackson County, Missouri is seeking a Twenty-Four (24) Month Term and Supply Contract with Two (2) Twelve (12) Month Options to Extend for the furnishing of Safety Equipment & Supplies for use by Various Jackson County Departments.

1.2 Although exact usage cannot be determined, the County estimates it will spend $32,000.00 annually on Safety Equipment & Supplies.

1.3 Jackson County, Missouri Invitation to Bid No. 26-033 has a response deadline of 2:00 p.m., CDT on June 9, 2026.

1.4 Bids must be submitted electronically through the Jackson County Bonfire Portal at http://jacksongov.bonfirehub.com Bids submitted by any other method will not be accepted.

1.5 All submissions must be uploaded to the Bonfire website by 2 pm CDT on June 9, 2026. 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.

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

1.7 Jackson County, Missouri 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. All questions must be received on the Bonfire Portal by 5:00 p.m. CDT on June 2, 2026.

2.2 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 Bidder(s) of addendums issued if they have obtained this Invitation to Bid through Bonfire.

2.3 Bidders 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 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. If the Bidder 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 If Bidder is located in the Greater Kansas City Metropolitan Area, on company letterhead provide company name and address and submit with your bid.

3.3 The Greater Kansas City Metropolitan Area is defined by these eight (8) Counties: Cass, Clay, Jackson, Lafayette, Platte, & Ray Counties in Missouri, Johnson & Wyandotte Counties in Kansas.

3.4 Jackson County, Missouri Invitation to Bid No 26-033 has an Intend to Bid response deadline of 12:00 pm (noon) CDT on June 9, 2026. This is two hours before bid submission deadline.

3.5 Document Submittal: All documents listed herein the Required Submittal (Section 8.0) shall be submitted individually. Please do not submit bulk PDF documents of the required documents - print attachment A documents, complete, scan individually and attach individually.

4.0 AWARD REQUIREMENTS

4.1 Certificate of Insurance: The Successful Bidder 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 request of the Successful Bidder, Jackson County will issue a project specific Missouri State Sales Tax Exemption Certificate to the Successful Bidder 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 Bidder must provide a complete IRS W-9 Form for this Contract.

4.4 Other Licenses: The Successful Bidder 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 Bidders awarded to keep the County updated on any changes to their email addresses during the term of any resulting contract.

4.6 EXPERIENCE: The Successful Bidder 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 are to be noted on the Statement of Contractors Qualifications found in Attachment A. NOTE: Do not list Jackson County, Missouri as a reference here.

4.7 Insurance and Indemnification: The Successful Bidder 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 Bidder shall purchase and maintain as a minimum such insurance as described in Exhibit A of this Invitation to Bid. The Successful Bidder 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 All orders are to be shipped FOB Destination, Inside Delivery Only. Contractor pays all freight.

5.2 Quantities are estimates only; the actual quantity used may exceed or not exceed the estimated amounts. Items may be ordered in varying quantities as needed during the Contract period.

5.3 Jackson County, Missouri reserves the right to split this Contract Award; therefore, do not bid if your bid would be all or nothing.

5.4 PRESCRIPTION SAFETY GLASSES: Submit on your company’s letterhead along with any attachment(s) your pricing and procedures for prescription eyeglasses with safety lenses and side shields. Include documentation for a variety of styles for both men and women.

5.5 PURCHASE ORDERS: If awarded a Contract as a result of this bid; you must have a hard copy of a purchase order issued by the Jackson County, Missouri Finance and Purchasing Department BEFORE providing any goods and/or services. Failure to adhere to this policy will result in the immediate termination of said Contract.

5.6 Substitutions: The Successful Bidder shall not substitute any ordered items without the prior written approval of the ordering department. Unauthorized substitutions are not acceptable and will be returned for credit.

5.7 Discontinued Items: If an item has been discontinued during the term of the Contract, the Successful Bidder shall contact the ordering department to advise them of the discontinuation and suggest comparable replacement items.

The ordering department must approve of any replacement items.

5.8 MISCELLANEOUS ITEMS (Catalog Ordering): Jackson County requires the ability to purchase additional or miscellaneous items not in the quotation list. For miscellaneous items not listed, Bidders must complete Item No.

32 on the Quotation Form with discount percentage or attach additional sheets as necessary to complete your bid.

5.8.1 Only itemized purchase orders for items awarded will be issued to the Successful Bidder(s) leaving discount percentage (Item No. 32) blank.

5.8.2 Successful Bidder(s) may indicate a zero (0) or NONE on the quotation form for Item No. 32 if no discount will be offered.

5.8.3 Various County Departments may request catalog(s) for ordering purposes. The Successful Bidder(s) shall supply catalog(s) in hard copy or electronic format accessible by Jackson County, Missouri to ordering Departments upon request after notification of award.

5.9 ALTERNATE BIDS: Alternate Bids will only be considered if the manufacturer’s specifications with the name of the product and manufacturer are submitted with your bid response. Bids offering other than the items specified herein shall be identified by the Manufacturer’s Name and Catalog Number.

5.9.1 Jackson County, Missouri reserves the right to determine if items bid are equal to items specified.

Jackson County, Missouri reserves the right to accept or reject alternate bids.

5.10 PRICE INCREASES: The Successful Bidder may increase prices only when the increase applies to the General Public and is stated officially IN WRITING to the Jackson County, Missouri Purchasing Department. 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 Department. No price increase will be allowed during the first six (6) months of the term of the contract.

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 Instructions

7.1.3 Statement of Contractor’s Qualifications

7.1.4 Acknowledgment of Receipt of Addenda

7.1.5 Bidder’s Quotation Sheet

7.1.6 Exhibit F – Bidder’s Exceptions

7.2 Attachment B – General Purchasing Information to be read prior to submitting your bid:

7.2.1 General 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 (or application confirmation page)

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 3.1, 3.2, on company letterhead)

8.1.6 Bidder’s Quotation Sheet

8.1.7 Exhibit F – Bidder’s Exceptions

8.1.8 Dedicated Email Addresses (per section 4.5 – on company letterhead)

8.1.9 Prescription Safety Glasses Pricing & Procedures (per section 5.4, 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.