7-RFP 26-014 Scope of Services for Posting Notice of Foreclosures.pdf

Jackson County, Missouri Request for Proposal No. 26-014

1.0 INTRODUCTION

1.1 Jackson County, Missouri, is seeking Proposals for the Posting Notice of Foreclosures for use by the Collection Department.

1.2 Term of Contract: The term of this Contract will be a Twelve (12) Month Term and Supply Contract with Two

(2) Twelve Month options to extend, subject to available funding and Legislative Approval.

1.3 Posting Notice of Foreclosures will be on an “As Needed” basis.

1.4 While it is difficult to determine the exact usage, it is estimated that the number of properties will not exceed 2,500.

For 2026, the estimated count will be much lower, around 500 properties. However, in 2027, the number is expected to return to normal levels, ranging from 2,000 to 2,500 properties.

1.5 Jackson County, Missouri Request for Proposal No 26-014 has a response deadline of 2:00 p.m. CDT on April 14, 2026.

1.6 Proposals 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.

1.7 All submissions must be uploaded to the Bonfire website by 2 p.m. April 14, 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 by the 2 p.m. deadline.

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

1.9 Jackson County will make available on or before June 15th, 2026, the pertinent information and equipment needed to complete the project. The project must be completed no later than July 17th, 2026.

1.10 Jackson County reserves the right to request clarifications on any proposal.

2.0 QUESTIONS

2.1 All questions regarding this Request for Proposal shall be communicated electronically through the Jackson County Bonfire Portal via the Opportunity Q&A on the Request for Proposal. All questions must be received on the Bonfire Portal by 5:00 p.m. CDT on April 7, 2026.

2.2 All questions will be answered via Addenda/Amendment to the Request for Proposal on the Bonfire Portal.

2.3 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 employees regarding the matters covered by this Invitation to Bid during the solicitation and evaluation process. Inappropriate contact are 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. If the Respondent is not located in the Greater Kansas City Metropolitan Area, documentation on Respondent’s letterhead MUST BE submitted with your response detailing how your company would perform the work detailed herein.

3.2 If the Respondent is located in the Greater Kansas City Metropolitan Area, on Respondents 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, Lafayett, Platte, & Ray Counties in Missouri, Johnson & Wyandotte Counties in Kansas.

http://jacksongov.bonfirehub.com/

4.0 AWARD REQUIREMENTS

4.1 Certificate of Insurance: The Successful Respondent shall be required to submit to the Purchasing Department a Certificate of Insurance meeting or exceeding the positions of Items 15”General Conditions” and Exhibit A included herin 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 W-9 FORM: The Successful Bidder must provide a complete IRS W-9 Form for this contract.

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

Federal, State, and Local Occupational Licenses

4.4 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

5.0 SCOPE OF SERVICES

5.1 The contractor is responsible for posting notice of foreclosure on properties with delinquent property taxes located within the Jackson County boundaries.

5.1.1 Contractor will locate the correct delinquent property according to legal description (not street address), hammer a stake into the ground of the property, and staple a notice to the stake.

5.1.2 Contractor will take a picture of the completed posting and the property. Contractor will upload photos and enter property data into the posting application.

5.1.3 Work is done in an outdoor environment on iPads. This contractor reports to the Delinquent Land

Tax Administrator.

5.2 Prior to posting, the Contractor will be trained by the Department of Collection and/or County GIS on how to properly read the maps and operate the iPad and posting application. If appropriate, a County associate will join the Contractor on their first day of posting to ensure a proper understanding of the process.

5.3 Contractor should have enough driving & navigation skills to be able to safely navigate around Jackson

County, using GPS and paper maps.

5.3.1 Contractor must be capable of using an iPad for parcel location, data entry, picture taking, and attaching photos.

5.3.2 Contractor must be capable of using a 5lb hammer repeatedly during the day for consecutive days.

5.3.3 Contractor will provide transportation and will guarantee drivers have a valid driver’s license and active automobile insurance.

5.4 County will provide necessary equipment, including the following: stakes, property cards, staplers, staples, tape, iPads, iPad chargers, hammers, vests, a County Contractor ID badge, and magnetic signs with the County logo for vehicles.

5.4.1 All the necessary equipment will be checked out to the Contractor with an inventory list at the beginning of the project. The vendor will maintain equipment during the project and return all equipment in working condition. The inventory list will be checked by Jackson County prior to final billing. Any missing or damaged equipment will be deducted from the final invoice payment.

5.4.2 Daily check-ins with the Director, Deputy Director, or Administrator will occur to ensure the project is on track. The Contractor will be required to create a schedule of staff and provide it to Jackson County.

This schedule should include who (individual name and team designation) posted on a given day, which grid(s) they were assigned/completed, and which iPad(s) they were assigned. This vendor-prepared schedule will be used with a notarized affidavit in court hearings (see 5.6).

5.5 The Contractor may have to communicate with taxpayers in person if approached, concerning the posting of notice of foreclosure. They should refer them to the Jackson County Collection department while maintaining composure and a pleasant disposition.

5.6 The Contractor must remain available, if needed to testify at a hearing on a later date, if the posting of notices is placed into question, and/or they must agree to sign a notarized affidavit stating which properties they posted on which day, based on the required vendor-prepared schedule mentioned in 5.4.2.

5.7 It is highly recommended that the Contractor perform this project in pairs. It is helpful and most efficient to have a driver and a navigator, as well as one person to drive the stakes while the other person operates the iPad.

5.8 The County is seeking price quotes for the “per parcel” cost for parcels posted with data correctly entered.

5.8.1 Parcels that are redeemed prior to posting, and therefore do not require posting, as well as parcels that require re-posting due to incomplete or incorrect entry by the vendor, will not be paid.

5.8.2 Mileage shall be reimbursed for actual mileage properly documented at the rate set by the Division Manager of Finance, reviewed annually, and based on the Internal Revenue Service (IRS) rates. The current rate for 2026 is set at $0.725/mile.

6.0 REQUIRED SUBMITTALS

6.1 The following information MUST BE submitted with your response to this Invitation to Bid:

6.1.1 Contractor’s Signature Portion (page 5 of this document)

6.1.2 Affidavit

6.1.3 Certificate of Compliance

6.1.4 Acknowledgement of Receipt of Addenda

6.1.5 Greater KCMO Metropolitan Area Information Memo (on respondents letterhead – per section 3.0)

6.1.6 Pricing Sheet (on respondent letterhead)

6.1.6.1 Pricing: The County is seeking quotes for the “per parcel” cost for parcels posted with data correctly entered. Parcels that are redeemed prior to posting and therefore do not require a posting, as well as parcels that require re-posting due to incomplete or incorrect entry, will not be paid. Mileage shall be reimbursed for actual mileage properly documented at the rate set by the Division Manager of Finance, reviewed annually, and based on the Internal Revenue Service (IRS) rates. The current rate for 2026 is set at $0.725/mile.

6.1.7 Exhibit F, Bidder’s Exceptions

7.0 PROPOSAL FORMAT

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

7.1.1 Cover Letter: should include the following:

7.1.1.1 Respondent’s Name, Address, Phone Number, & Email Address

7.1.1.2 Contact Person’s Name, Address, Phone Number, & Email Address

7.1.2 Background Information: should include the following:

7.1.2.1 Provide a brief description and history of the agency/firm (national, regional or local, year of inception, size and ownership structure; corporate philosophies).

71.2.2 Include any additional relevant information not required in the Request for Proposal.

7.1.3 Experience and Qualifications: should include the following:

7.1.3.1 Details of Experience and Qualifications

7.1.3.2 Understanding of the Scope of Services

7.1.3.3 Ability to provide services requested

7.1.4 References: Respondent must include a minimum of three (3) references that outline services similar in scope to the County’s requirements.

7.1.4.1 Contact name, phone number and Email address

7.1.4.2 Description of services provided

7.1.4.3 Length of time services provided

7.1.5 Pricing: Provide Pricing on Respondent’s own letterhead.

7.1.6 Company’s Location: The Respondent shall include a list of Company’s locations that are within 30 miles of Kansas City, Missouri.

7.2 All responses to this request for proposal 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 Proposal 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 EVALUATION PROCESS

8.1 All proposals that are responsive to the General Conditions, Scope of Services, and other provisions of this Request for Proposal will be evaluated.

8.2 An Evaluation Committee, made up of Jackson County personnel, will evaluate all responses and make recommendations. Jackson County, Missouri, shall be the sole judge of the proposals submitted for this Invitation to Bid, and its decision shall be final. Any Evaluation 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 create a right or expectation to a Contract with the County. Ultimately, the County may choose to contract with any Respondent regardless of rank or score.

8.3 The County’s Evaluation Committee, at its sole discretion, may interview none, one, some, or all the Respondents.

8.4 The County’s Evaluation Committee will consider various factors when evaluating proposals;

8.4.1 Services Proposed Points 30

8.4.2 Respondent’s Experience and Qualifications Points 15

8.4.3 References Points 05

8.4.4 Pricing Points 50

9.0 CONTRACT NEGOTIATIONS

9.1 Upon the selection of the successful Proposal, a Contract incorporating the General Conditions, Scope of Services, Pricing and other provisions of this Request for Proposal and acceptable to both parties, will be prepared and executed by both parties. Should the parties, within a reasonable time frame, as determined by the Jackson County, Missouri fail to develop and execute a mutually agreed upon Contract, and upon a three-business day notification to the selected Respondent, the County may reject the proposal an proceed to award the Contact to the next best Respondent.

9.2 Pursuant to Section 610.021 RSMo, proposals and related documents shall not be available for public review until a

Contract has been awarded or proposals are rejected.

9.3 In no event will the following be considered confidential or exempt from the Missouri Sunshine Law;

9.3.1 Respondent’s entire proposal

9.3.2 Respondent’s pricing

9.3.3 Respondent’s proposed method of performance

9.3.4 Respondent’s experience information, including references

9.4 The County generally does not use standard contract forms which may be provided by the Respondent. The Contract used by the County will include both the Request for Proposal and the Respondent’s proposal. In the event that conflicts in the language exist between the Request for Proposal and the Respondent’s proposal, the provisions of the Request for Proposal shall govern.

9.5 Respondent must agree to the following standard provisions:

9.5.1 Indemnifications: Respondent agrees, to the fullest extent permitted by law to indemnify and hold the County harmless from damage and losses arising from the negligent acts, errors or omissions of the Respondent in the performance of work under this Contract, to the extent that Respondent is responsible for such damage and losses on a comparative basis of fault and responsibility between Respondent and the County. Respondent is not obligated to indemnify the county for the County’s own negligence.

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 Contract. Insurance shall be procured and maintained by Respondent as described in Exhibit A of this Request for Proposal. Respondent shall file a Certificate of Insurance with the Jackson County, Missouri Purchasing Department in the form described in Exhibit A within the time limit also described in the Exhibit.

9.5.2 Independent Contractor: 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 by the County to do so in writing.

9.5.3 Complete Agreement: Parties agree that this Contract, together with Jackson County, Missouri Request for Proposal No. 26-014 and Respondents’ response thereto constitute the complete and exclusive agreement between parties which supersedes all prior understandings or agreements, oral or written, and all other communications between parties relating to the subject matter of this Contract.

9.5.4 Notices: Any notice which either party shall be required by this Contract 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 representative parties may designate from time to time:

County Jackson County, Missouri

415 East 12th Street, Room 105 Kansas City, MO 64106

Respondent Name Title Signature Email Phone