4-26-027 Bid Information Guide.pdf

Jackson County, Missouri Invitation to Bid No. 26-027

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 Trailer Maintenance & Repair Services for use by various Jackson County Departments.

1.2 Although exact usage cannot be determined, the County estimates it will spend $33,500 annually on Trailer

Maintenance & Repair Services.

1.3 Jackson County, Missouri Invitation to Bid No. 26-027 has a response deadline of 2:00 p.m., CST 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 proposals.

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., CST 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 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 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 A) 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 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.

3.8 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.

5.0 SPECIFICATIONS

5.1 The Successful Respondent must provide all parts, labor, equipment, materials, tools, method of communication, and supervision necessary for trailer maintenance and repair.

5.2 Attachment 2 provides a current list of County-Owned trailers that could require service under this contract. This list is subject to change at any time and is intended only for reference purposes.

5.3 The County will arrange delivery and/or towing to and from the Successful Respondent’s location. The County reserves the right to utilize either (a) a County contracted vendor for towing, or (b) the Successful Respondent’s towing service.

5.4 All materials and replacement parts shall be new and unused. Replacement parts if OEM parts, must meet, or exceed, all OEM specifications. Remanufactured, rebuilt, or after-market parts may be used at the County’s discretion. All remanufactured, rebuilt, or after-market parts shall be approved by the authorizing County Department prior to installation.

5.5 COST ESTIMATE:

5.5.1 A cost estimate shall be prepared and submitted to the County Department ordering maintenance and repair services. The cost estimate must be reviewed and approved by the County Department requesting service.

Cost estimates will be firm and as accurate as possible without equipment disassembly, if possible, and without delay to secure pricing from vendors.

5.5.2 The cost estimate will be referred to as the target cost. All cost estimates must contain an estimated ceiling cost. The ceiling cost must not be exceeded without prior authorization from the County. When, during any maintenance and/or repair, it becomes apparent the ceiling cost will be exceeded, the Successful Respondent will immediately inform the County Department who approved the estimate and prepare a quoted estimate with a revised target cost and a new ceiling cost. The revised estimate must be approved prior to incurring costs beyond the previously agreed upon ceiling cost.

5.5.3 Fees associated with repair estimates must be indicated on the Estimate Form. Parts orders must include all freight and shipping on Estimate Form as a separate line item and may be grouped together into one fee for the entire order.

5.6 GUARANTEES AND WARRANTIES:

5.6.1 All parts shall carry a minimum of 90-day parts and labor warranty to the County immediately after installation.

5.6.2 All work must be guaranteed against any defect due to faulty material or parts and/or workmanship.

Replacement of defective parts and performance of additional labor shall be done at no cost to the County.

5.6.3 The Successful Respondent must provide complete warranty information to the County on all repairs, parts, and labor repairs whether payment has been made to the vendor or not.

5.7 SUBCONTRACTING – Subcontractors providing services under this Contract must meet the same requirements and provide the same service and level of experience as required by this Contract. The Successful Respondent assumes responsibility for coordination, control, and performance of its subcontractors. The Successful Respondent is solely responsible for the completion of all work for which the Successful Respondent has subcontracted.

5.8 WASTE REDUCTION/DISPOSAL: The disposal of any material, waste, effluents, trash, garbage, oil, grease, chemicals, tires, etc. resulting from service work must be disposed of in accordance with all applicable laws.

5.9 PRICE INCREASES: Regarding the prices quoted herein by the Successful Respondent: The Successful

Respondent may increase these prices only when the increase applies to the General Public, is stated officially in writing to the County, and does not exceed the suggested list prices as stated officially by the manufacturer. A price increase shall not take effect against the County until the Successful Contractor has verified the above conditions in writing to the reasonable satisfaction of the County’s Purchasing Administrator submitting a copy of Contractor’s Supplier Information, name, address, phone number, and contact person. Prices must be firm and fixed for a minimum of the first six (6) month period of the contract.

5.10 PURCHASE ORDERS: The Jackson County Purchasing Department will issue Purchase Orders on an “As

Needed” basis when services are required. “Blanket” or “Miscellaneous” Purchase Orders may be issued to cover a specific portion of the term of this contract. The Purchase Order may be for a stated dollar amount and will terminate when the dollar amount shown has been used or at the expiration of the contract, whichever comes first.

5.11 If a “Blanket” or “Miscellaneous” Purchase Order is issued, the Successful Contractor will submit Invoices to the respective Jackson County Department requesting service and payments will be made on a monthly basis. Other Purchase Orders will be paid Net 30 Days. The Successful Contractor will indicate the Purchase Order Number on all Invoices.

5.11.1 Parks + Rec – Andrea Marshel: AMarshel@Jacksongov.org & Kay Norris: KNorris@Jacksongov.org

5.11.2 Sheriff’s Department – Elizabeth Money: EMoney@Jacksongov.org

5.11.3 Public Works – Caroline Deihl: RBogart@Jacksongov.org

5.12 INVOICING AND PAYMENT: A fully itemized invoice will be submitted to the respective County Department.

All invoices must contain a complete itemized detail of repairs, parts or materials used, labor hours and hourly rate, license plate (or unit) number, odometer and hour readings when completed. Labor rates on each service will be separated and listed on the invoice. Final payment will be made only after delivery of the trailer and completion of the final acceptance inspection.

5.13 STOP WORK ORDER: The County reserves the right to order all work stopped (cease) on a work order. At such a time a cease work order is issued, the County will be obligated only for work performed up to the issuance of stop work order, and only if the work was approved prior to the time the cease work order was issued.

5.14 No Fuel Surcharges allowed during the term of this contract. The Successful Respondent will not bill Jackson

County, Missouri for any surcharges throughout the term of this contract and its extensions.

mailto:AMarshel@Jacksongov.org mailto:KNorris@Jacksongov.org mailto:EMoney@Jacksongov.org mailto:RBogart@Jacksongov.org

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 Attachment 2 – Trailer List

7.1.7 Exhibit F – Bidder’s Exceptions

7.1.8 M/W/VBE Participation Affidavit, if applicable

7.1.9 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

7.3 Attachment 2 – County Trailer List

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 (see Section 3.1)

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

8.1.8 Copy of Supplier W9 Form (see 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.