Flooring_ Materials_ Supplies_ and Installation 2026.pdf

JEFFERSON COUNTY

DEPARTMENT OF ADMINISTRATIVE SERVICES

729 MAPLE ST / PO BOX 100

HILLSBORO MO 63050

WWW.JEFFCOMO.ORG BID #: 26-0043

Invitation for Bid: FLOORING MATERIALS, SUPPLIES Date Issued: 07/17/2026

& INSTALLATION 2026

BIDS SHALL BE ACCEPTED UNTIL: TUESDAY, AUGUST 18, 2026, AT 2:00 P.M. LOCAL TIME.

Specification

Contact:

MATT STINCHCOMB

Jefferson County Facility Services

636-797-5574 mstinchcomb@jeffcomo.org

Contract

Contact:

JACKIE DOYLE

Department of Administrative Services

636-797-5380

SAMPLE ENVELOPE

Mail (3) Three

Complete Copies

With Vendor And

Bid Information As

Shown In Sample:

VENDOR NAME

VENDOR ADDRESS

CONTACT NUMBER DEPARTMENT OF THE COUNTY CLERK

JEFFERSON COUNTY MISSOURI

729 MAPLE ST / PO BOX 100

HILLSBORO MO 63050-0100

SEALED BID: (BID NAME)

Contract Term:

ONE YEAR CONTRACT

WITH A ONE YEAR

RENEWAL OPTION

UPON APPROVAL OF THE

COUNTY COUNCIL AND

COUNTY EXECUTIVE

The undersigned certifies that he/she has the authority to bind this company in an agreement/contract to supply the commodity or service in accordance with all terms, conditions, and pricing specified. This Bid, if accepted, will constitute an Agreement and

Contract with Jefferson County, Missouri, upon approval of the County Council and County

Executive. Prices are firm during this agreement term, unless agreed upon in writing by the

County. The County has the option to renew this agreement at the same terms and conditions as the original agreement for one additional one-year term with the written consent of the successful Bidder. Price increases for renewals are not authorized unless approved in writing by the County.

Vendor

Information: Company Name Authorized Agent (Print)

Address Signature

City/State/Zip Code Title

Telephone # Date Tax ID #

E-mail Fax #

INVITATION FOR BID 1 BIDDER INITIALS _________

http://www.jeffcomo.org/ mailto:mstinchcomb@jeffcomo.org

TABLE OF CONTENTS:

Legal Notice and Invitation for Bid Page 1

Table of Contents Page 2

Bid Requirements Page 3

Bid Response and Contract Page 5

Affidavit Page 9

Certification for Debarment, Suspension or Exclusion Page 11

Construction Project Responsible Bidder Attestation Page 12-13

Sample Evaluation Sheet Page 14-15

Specifications Page 16

*REQUIRED DOCUMENTS*

1. Current and valid Certificate of Insurance or binder showing required insurance coverage must be provided with each bid.

(County must be added as additional insured if awarded)

2a. Proof that Bidder does not owe delinquent real or personal property in Jefferson

County (tax receipts for past 3 years)

Obtain receipts at http://jeffersonmo.devnetwedge.com

*Or*

2b. A notarized affidavit stating that the applicant does not own any real estate or personal property in Jefferson County on company letterhead.

3. A Notarized affidavit of work authorization and current business entity status with E-verification documentation. (pages 9 & 10)

4. Agreement to be executed by the County upon approval by the County Council and

County Executive. (Bidder is required to complete company information and execute signature)

5. Cooperative Bid Form (last page)

6. All pages of the Invitation for Bid/Request for Proposal must be used when submitting your bid/proposal response along with initialing each page with the bid/proposal.

Additional information may be included separately.

INVITATION FOR BID 2 BIDDER INITIALS _________

http://jeffersonmo.devnetwedge.com/

7. Bid deposits/bonds must be in the exact amount as stipulated in the bid. (if required)

*BIDS MAY BE REJECTED IF REQUIRED DOCUMENTATION IS NOT INCLUDED

OR COMPLETED AT DISCRETION OF THE COUNTY

1.0 BID REQUIREMENTS

Bidder shall initial all pages and return where the Bid Document denotes “BIDDER”S INITIALS: ”

1.1 BID SUBMISSION:

Submit bid form in original (one original) and two (two copies) with all specification pages, if applicable. No facsimile or electronic bids shall be accepted and shall be rejected. The Vendor prior to the submission deadline as stated on page 1 must submit all bids. Late bids will not be accepted and returned to the vendor unopened. The County reserves the right to request additional written or oral information from Respondents in order to obtain clarification. A fully executed Affidavit is required by Section 285.530 RSMo and shall be submitted with the bid form. A copy of the Affidavit is attached hereto. Failure to execute the Affidavit shall result in the bid being rejected. Failure to comply with any provision, provide any required documentation, insurance forms or deposits or bonds in exact amounts or any other term or condition that is not in strict conformance shall result in the bid being rejected.

1.2 BASIS OF BID AWARD:

Award may be made on an item-by-item basis to the lowest and best Bidder(s) or award may be made to the lowest and best bid total, whichever provides the greatest value to the County from the standpoint of suitability to purpose, quality, service, previous experience, price, ability to deliver, or any other reason deemed to be in the best interest of the County. Quantities stated herein represent an estimate for the period stated. Orders shall be placed for actual requirements as needed. The County may reject any or all bids for any reason and may waive any informality. Bids submitted from a Missouri State Contract shall include a copy of the State Contract with the bid. Bid award does not constitute an order or obligation to order by the County. The issuance of a Purchase Order Number shall be construed as acceptance of a Contract with all terms, conditions, and prices firm during the length of the agreement terms.

1.3 BID AWARD:

It is further agreed that the Contract shall not be valid and binding upon the County until approved by the County Counselor, as to legal form and is subject to the Ordinances, Resolutions and Orders of Jefferson County, Missouri, and State and Federal Law. If no Bid or

Bids have been awarded by the County Council within forty-five (45) days following the opening of the bids then all bids will be deemed Rejected.

1.4 BID PREPARATION:

1. Bidders are responsible for examination of drawings, specifications, schedules and instructions. Failure to do so will be at the

Bidder’s risk.

2. Each Bidder shall furnish the information required by the invitation. The Bidder shall sign all required documents. All deletions and erasures shall be initialed

3. Alternate bids for supplies or services other than specified shall not be considered unless authorized by invitation.

4. Bidder shall state a definite time for delivery of goods or for performance of services unless otherwise specified in the invitation for bid.

5. When specified, samples must be timely submitted and at no expense to the County.

6. Failure to adhere to all requirements may result in the response being disqualified as non-responsive.

1.5 MODIFICATION OR WITHDRAWAL OF BIDS:

Bids may be modified or withdrawn prior to the exact hour and date specified for receipt of bids, provided the modification or withdrawal is in writing and is delivered in the same manner as a bid submission.

1.6 LATE BIDS:

It is the responsibility of the Bidder to deliver his bid or bid modification on or before the date and time of the bid closing to the Department of the County Clerk. Bids received late will be rejected and returned unopened to the Bidder.

1.7 BID DEPOSITS/BONDS:

Bid Guaranty: The bidder shall submit a Bid Guaranty. The project bid bond form is included.

The bidder shall mark the box below to identify the type of Bid Guaranty.

Paper Bid Bond

Cashier’s Check

Bid Guaranty shall be made payable to the Owner, in the amount of five percent of the Bidder’s maximum Bid price and in the form of a certified or bank check or a Bid Bond (on form attached, if a form is prescribed) issued by a Surety.

The Bid security of the Successful Bidder will be retained until such Bidder has executed the Agreement and furnished the required Contract Security within 15 days of the Notice of Award. Failure to do so may result in the annulment of the

INVITATION FOR BID 3 BIDDER INITIALS _________

Notice of Award and forfeiture of the Bid Security. The Bid Security of any Bidder whom the Owner believes to have a reasonable chance of receiving the award, may be retained by the Owner until the earlier of the seventh day after the

“effective date of the Agreement” (which is the date when the agreement has been executed by all parties) by Owner to

Contractor and the required Contract Security is furnished or the sixty-first day after the Bid opening. Bid Security of other

Bidders will be returned within seven days of the Bid opening.

1.8 MATERIAL AVAILABILITY:

Bidders must accept responsibility for verification of material availability, product schedules and other pertinent data prior to submission of bid and delivery time. It is the responsibility of the Bidder to notify the County immediately if the materials specified are discontinued, replaced, or not available for an extended period of time. All materials ordered by the County, shall be as needed. A sample of materials may be requested.

1.9 ALTERNATE BIDS:

Alternate Bids for items will be accepted except when stated “NO SUBSTITUTIONS”. Bidders must submit complete specifications on all alternate bids with the bid form. Alternate bids without complete specifications may be rejected. Alternate bids and exceptions to bid clauses must be clearly noted on the bid form. The County may accept or reject alternate bids; whatever is most advantageous to the County.

1.10 INCORPORATION OF DOCUMENTS:

The terms of the Bid Invitation, Bid Specifications, Bid Form are and shall be incorporated into the contract as if fully setout therein.

The Bid, if accepted and approved by the County Council and County Executive shall constitute the terms of a Contract or Agreement with Jefferson County, Missouri, subject to any further Amendments, Memoranda or other documents or specifications which must be set forth in writing and signed by all parties.

1.11 ADDENDA:

Addenda to bid specifications are incorporated by reference as if fully setout herein. It is the responsibility of the vendor to insure and verify that they are in receipt of and completed all attached addendas prior to submission of bid forms. Verification is made by contacting the Office of Contracts and Grants at (636) 797-5380, or by reviewing the County Web Site. (www.jeffcomo.org).

1.12 INSURANCE:

The Vendor/Contractor shall purchase and maintain insurance with an insurance company licensed to do business in the State of Missouri or in the state where the vendor is incorporated or otherwise licensed to do business and which shall remain, at all times during the term of any contract with the County, in full force and effect. Preference will be given to a Vendor/Contractor who provides insurance with an insurance company licensed to do business in the State of Missouri, but in any event said Vendor/Contractor shall provide said insurance at its own expense. Such insurance shall be provided as will protect the Vendor/Contractor from claims which may arise out of or result from the Vendor/Contractor’s execution of the work, whether such execution be by himself, his employees, agents, or by anyone for whose acts any of them may be liable. If any such work covered by the Contract is to be performed on County owned or leased premises, the Vendor agrees to carry liability and workman’s compensation insurance, satisfactory to the County, and to indemnify the County against all liability, loss, and damage arising out of any injuries to persons and property caused by the Vendor, his sub-contractors, employees or agents. The insurance coverage shall be such as to fully protect the County and the general public from any and all claims for injury and damage resulting by any actions on the part of the Vendor/Contractor or its’ forces as enumerated above. All policies must name the County as an additional insured and provide for thirty (30) days written prior to any material changes or cancellation. Any disputes regarding a breach, insurance amounts, liability, coverage, lapse or otherwise shall be litigated in the Circuit Court of Jefferson County, Missouri and the same shall be incorporated into any Contract agreed to by the parties.

THE COUNTY REQUIRES A CURRENT AND VALID CERTIFICATE OF INSURANCE OR BINDER SHOWING REQUIRED INSURANCE COVERAGE MUST BE PROVIDED WITH EACH BID. JEFFERSON COUNTY MUST BE ADDED AS AN

ADDITIONAL INSURED AFTER AWARD OF THE BID. ANY LAPSE IN INSURANCE COVERAGE OR CANCELLATION THEREOF BY THE CONTRACTOR OR SUB-CONTRACTORS DURING THE TERMS OF THE CONTRACT SHALL

IMMEDIATELY BE DEEMED A MATERIAL BREACH UNDER THE TERMS OF ANY CONTRACT.

A. ( X )Required ( ) Not Required Comprehensive General Liability Insurance

The Vendor/Contractor shall maintain and keep in full force and effect during the terms of this Contract such comprehensive general liability insurance as shall protect them from claims which may arise from operations under this Contract, whether such operations be by themselves or by anyone directly or indirectly employed by them. The amounts of insurance shall be not less than $1,000,000.00 combined single limit for any one occurrence covering both bodily injury and property damage, including accidental death.

B. ( X )Required ( ) Not Required Professional Liability Insurance

The Vendor/Contractor shall provide the County with proof of Professional Liability Insurance, which shall protect the County against any and all claims, which might arise as a result of the operation of the Vendor/Contractor in fulfilling the terms of this Contract during the life of the Contract. The minimum amounts of such insurance will be $1,000,000.00. Should any work be subcontracted, these limits will also apply.

INVITATION FOR BID 4 BIDDER INITIALS _________

C. ( X )Required ( ) Not Required Worker’s Compensation Insurance:

per Missouri Revised Statutes Chapter 287 The Vendor/Contractor or his sub-contractor or contractors, shall maintain and keep in force of this Contract such worker’s compensation insurance limits as required by the statues of the State of Missouri and Employer’s Liability with limits no less than $500,000.00.

1.13 BID SUBMISSIONS

Bids submitted on separate forms are NOT acceptable unless specified in the Bid Document. Failure to complete bid forms to the satisfaction of the County may result in rejection of your bid. It is the responsibility of each Bidder before submitting a bid to examine ALL documents thoroughly, and request written or oral interpretation of clarifications soon after discovering any conflicts, ambiguities, errors, or omissions in the bidding documents. Request for clarification must be received prior to bid openings.

1.14 BID OPENINGS

Bids will be publicly opened and read aloud at the time indicated on page 1. The Bidders and the public are invited but not required to attend the formal opening of the bids. No decisions relating to the award of a contract or agreement will be made at the opening.

1.15 BID TABULATIONS

Bid Tabulations are not available for 5 to 7 business days following the Bid Opening. Bid submissions are open for public review at the time of the Bid Opening. Bid tabulations are posted on the County’s web-site address, www.jeffcomo.org. NO COPIES of bid tabulations are sent to vendors.

2.0 BID RESPONSE AND CONTRACT

2.1 BIDDER REPRESENTATIONS:

The Bidder, by executing the Bid form certifies that:

A. The bid complies with Invitation for Bid form and Bid Specifications.

B. Bidder is not debarred or suspended from participation in Federal Assistance programs.

2.2 TAXES:

No bid or proposal shall be awarded by Jefferson County unless the prospective Bidder provides proof that the Bidder does not owe delinquent real or personal property taxes to Jefferson County. The prospective Bidder is required to provide proof in the form of an original paid tax receipt issued by the Jefferson County Collector or a verified affidavit stating that the applicant does not own any real or personal property in Jefferson County. Tax receipts for the past 3 years are required and may be obtained at http://jeffersonmo.devnetwedge.com/ or a notarized affidavit stating that the applicant does not own any real or personal property in

Jefferson County on company letterhead.

Section 135.040 of the Jefferson County Code of Ordinances (Ord. No. 10-0411) requires that no bid or proposal shall be awarded by Jefferson County unless the prospective Bidder provides proof that the Bidder does not owe delinquent real or personal property, or that the Bidder does not own any real or personal property in

Jefferson County. All delinquent real or personal property taxes shall be paid, in-full, prior to the award of any bid, or proof shall be provided that the Bidder does not own any real or personal property in Jefferson County prior to the award of any bid. Jefferson County considers that the failure to pay any and all real or personal property taxes due Jefferson County, Missouri, the failure to report all real or personal property owned, held or used in Jefferson County, the failure to provide proof thereof, and/or the failure to keep said tax bills current shall be deemed a material breach of the contract and will subject the contract to immediate cancellation. All taxes, due and owing, must be paid in full at the time the bid is awarded by Jefferson County and remain paid during the entire term of the contract unless the prospective Bidder provides proof that the Bidder does not own real or personal property in Jefferson County. This requirement shall not apply to the award of bids for projects which are funded in whole or in part by Federal funds.

2.3 CERTIFICATION OF INDEPENDENT PRICE DETERMINATION:

A. The prices in the bid shall be independently determined, without consultation, communication, or agreement for the purpose of restricting competition as to any matter relating to price with any Bidder or other person.

B. Unless otherwise required by law, the prices shall not have been knowingly disclosed by the Bidder prior to opening.

C. No attempt has been made or will be made by the Bidder to induce any other person or firm to submit or not to submit a bid.

2.4 PRICE:

The price(s) specified in this bid shall be firm and not subject to contingency or reservation. If the Vendor fails to honor stated prices as submitted in the Bid Form or Contract, the County reserves the right to obtain the same items from the next lower vendor who submitted a bid price for the item. The original vendor shall be responsible for the difference in price and required to make restitution to the County for the difference in price. The Bidder represents prices specified in the bid do not exceed current selling price for the same or substantially similar good or service and are the same as or lower than other prices charged to the Bidder’s most favored cus tomer. In the event the stated prices are determined to be higher than the prices for which Supplier has sold the items, or services, to others, this

INVITATION FOR BID 5 BIDDER INITIALS _________

http://jeffersonmo.devnetwedge.com/ contract price shall be reduced accordingly. Bid prices are ALL INCLUSIVE: (Shipping, Handling, Delivery, and Assembly to locations specified by the County). Prices shall be firm for ALL County departments and locations for term of the agreement.

2.5 MISSOURI DOMESTIC PRODUCT PROCUREMENTACT:

Bidder represents that the goods provided comply with Sections 34.350 to 34.359, RSMo, known as the Domestic Product Procurement Act. The Act encourages the purchase of products manufactured or produced in the United States, State of Missouri, and Jefferson

County, Missouri. Bidder shall include proof of compliance with the Act with the bid when requested.

2.6 NON-EXCLUSIVE AGREEMENT:

The contractor shall understand and agree that the contract shall not be construed as an exclusive agreement and further agrees that the

County may secure identical and/or similar services or products from other sources at anytime in conjunction with or in replacement of the contractor’s services.

2.7 DEFINITIONS:

A. The term "County" means the Jefferson County, Missouri and its designated representatives.

B. The term "Vendor" means Supplier, Contractor, and Seller and includes designated representatives.

C. The term “IFB” means Invitation for Bid.

D. The term “Agreement/Contract means Binding Agreement, Contract, Request for Purchase, Order.

2.8 INSPECTION, ACCEPTANCE AND APPROVALS:

Goods shall at all times and places, including the period of manufacture, are subject to inspection and test by County. County will accept or give notice of rejection of goods delivered within a reasonable time after receipt. Acceptance shall not waive any warranty.

All goods supplied are subject to final inspection and acceptance by County notwithstanding payment, prior inspections or approvals.

County may require prompt replacement or correction of rejected goods at Supplier's expense, including a reduction in price for rejected goods. Supplier shall not resubmit rejected goods to County without prior written approval and instructions from County. In addition, Supplier shall identify resubmitted goods as previously rejected. Supplier shall provide and maintain a quality assurance and control system acceptable to County.

2.9 WARRANTY:

Unless otherwise agreed to in writing by the parties, Supplier warrants that items ordered to specifications will conform thereto and to any drawings, samples or other descriptions furnished or adopted by County, or, if not ordered to specifications will be fit and sufficient for the purpose intended, and that all items will be new, merchantable, of good material and workmanship, and free from defect. Such warranties, together with Supplier's service warranties and guarantees, if any, shall survive inspection, test, acceptance of, and payment for the items and shall run to County and its assigns. Except for latent defects, the County shall give notice of any noncon formity to the

Supplier within one (1) year after acceptance. County may return for credit or require prompt correction or replacement of the defective or non-conforming goods or have the defective good corrected or replaced at Supplier's expense. Return to Supplier of any defective or non-conforming goods and delivery to County of any corrected or replaced goods shall be at Supplier's expense. Defective or non-conforming items shall not be corrected or replaced without written authorization by County. Goods required to be corrected or replaced shall be subject to the provisions of this clause and the clause hereof entitled "Inspection, Acceptance and Approvals" in th e same manner and to the same extent as goods originally delivered under this contract.

2.10 PAYMENT:

County will pay Supplier for goods upon delivery to, submission of certified invoices with attached tipping fee receipts and acceptance.

The County will not be responsible for articles or services furnished without a purchase order. Price is tax-exempt.

2.11 CHANGE ORDER:

County may make changes within the general scope of this contract. If any such changes cause an increase or decrease in the cost of or the time required for the performance of any part of the work, whether changed or not changed by any such order, an equitable adjustment shall be made in the price or delivery schedule or both, and any change order shall be in writing. Any claim by a Supplier for adjustment under this clause shall be asserted within fifteen (15) days from the date of receipt of this written order directing the change, provided, however, County, if it decides that the facts justify such action, may receive and act upon such claim asserted at any time prior to final payment.

2.12 DELIVERIES:

Deliveries shall be made in strict accordance with any delivery schedule contained in the bid specification or contract and in the exact quantity ordered. Failure to adhere to delivery schedule is reason for termination in accordance with the "termination" clause.

Deliveries are to be made at locations specified by the County at time of Order.

2.13 RESPONSIBILITY FOR SUPPLIES:

Pursuant to Section 290.560 RSMo, Supplier/Contractor shall employ only Missouri laborers and laborers from nonrestrictive states except that other laborers may be used when Missouri laborers or laborers from nonrestrictive states are not available, or are incapable of

INVITATION FOR BID 6 BIDDER INITIALS _________

performing the particular type of work involved, if so certified by the contractor and approved by the County. Except as otherwise provided, Supplier shall be responsible and bear all risks for loss and damage to goods until delivery at County's facilities, regardless of F.O.B. point, point of inspection or acceptance; and if the goods are rejected.

2.14 SUBCONTRACTS:

Supplier shall not enter into any subcontract(s) in excess of $25,000 or 20% of this contract price; whichever is less, for any goods without County's prior written approval.

2.15 CHOICE OF LAW:

This bid and contract shall be governed and interpreted according to the laws of the State of Missouri. Venue for any court action shall be in Jefferson County, Missouri.

2.16 TERMINATION:

A. General: Performance of work may be terminated by the County in whole, or from time to time in part, whenever County shall determine that such termination is in the best interests of County with a thirty (30) day written notice. The Vendor may terminate the Agreement/Contract upon a sixty (60) day prior notice in writing. In the event of any termination of the Agreement/Contract by the Vendor, the County may purchase such supplies and/or services similar to those terminated and for the duration of the Agreement/Contract period the Vendor will be liable for all costs in excess of the established contract pricing.

B. Bankruptcy or Insolvency: In the event bankruptcy proceedings are commenced by or against Supplier or under any provisions of the United States Bankruptcy Act or for the appointment of a receiver or trustee or a general assignment for the benefit of creditors of either party, County shall be entitled to terminate without further cost or liability. The County may cancel the Agreement/Contract or affirm the Contract and hold the Vendor responsible for damages.

C. Section 135.040 of the Jefferson County Code of Ordinances (Ord. No. 10-0411) requires that no bid or proposal shall be awarded by Jefferson County unless the prospective Bidder provides proof that the Bidder does not owe delinquent real or personal property, or that the Bidder does not own any real or personal property in Jefferson

County. All delinquent real or personal property taxes shall be paid, in-full, prior to the award of any bid, or proof shall be provided that the Bidder does not own any real or personal property in Jefferson County prior to the award of any bid. Jefferson County considers that the failure to pay any and all real or personal property taxes due Jefferson County, Missouri, the failure to report all real or personal property owned, held or used in Jefferson

County, the failure to provide proof thereof, and/or the failure to keep said tax bills current shall be deemed a material breach of the contract and will subject the contract to immediate cancellation. All taxes, due and owing, must be paid in full at the time the bid is awarded by Jefferson County and remain paid during the entire term of the contract unless the prospective Bidder provides proof that the Bidder does not own real or personal property in

Jefferson County. This requirement shall not apply to the award of bids for projects which are funded in whole or in part by Federal funds.

D. Default: County may terminate the whole Contract or any part in either of the following circumstances:

D-1. If supplier fails to deliver the items required by the contract within the time specified; or

D-2. If supplier fails to perform any of the other provisions of the contract, or so fails to make progress as to endanger performance of the contract in accordance with its terms, and in either of these two circumstances does not cure such failure within a period of ten (10) days after notice from County specifying such failure. In the event of termination under subparagraph 1, County shall have the right to procure, on such terms and in such manner as it may deem appropriate, items similar to those terminated, and to recover from Supplier the excess cost for such similar items provided, however, Supplier shall not be liable for such excess costs where the failure upon which the termination is based has arisen out of causes beyond the control of Supplier and without the fault or negligence of Supplier. Such causes shall be deemed to include fires, floods, earthquakes, strikes, and acts of the public enemy. The rights of County provided in subparagraph 1 shall be in addition to any other rights provided by law or the contract.

D-3. In the event of the Supplier's non-compliance with the provisions as set forth, this Contract may be cancelled, terminated or suspended in whole or in part and the supplier may be declared ineligible for further County contracts. The rights and remedies of the County provided in this paragraph shall not be exclusive but are in addition to any remedies provided in this Contract or as provided for by law.

2.17 NOTICE AND SERVICE THEREOF:

Any notice from the County shall be in writing and considered delivered and the service thereof completed when said notice is posted, by certified or regular mail, to the Supplier, at the address stated on the bid form.

2.18 CONTRACT TERM:

Performance shall be governed solely by the terms and conditions as set forth in the Invitation for Bid, Bid Specifications, Bid Form and the Contract notwithstanding any language contained on any invoice, shipping order, bill of lading or other document furnished the

Seller at any time and the acceptance by the County for any goods furnished.

INVITATION FOR BID 7 BIDDER INITIALS _________

2.19 COMPLIANCE WITH APPLICABLE LAWS:

Supplier warrants it has complied with all applicable laws, rules and ordinances of the United States, Missouri or any other Governmental authority or agency in the manufacture or sale of the goods, including but not limited to all provisions of the Fair Labor

Standards Act of 1938, as amended, including provisions of the Home Rule Charter of Jefferson County, Missouri requiring all workers performing work under any contract with Jefferson County be paid a wage that is at least the prevailing hourly rate of wages for work of a similar character in Jefferson County.

2.20 ACTS OF GOD:

No party shall be liable for delays, nor defaults due to Acts of God or the public enemy, riots, strikes, fires, explosions, accidents, governmental actions of any kind or any other causes of a similar character beyond its control and without its fault or negligence.

2.21 SELLER’S INVOICES:

Invoices shall contain the following information. Contract number (if any), Purchase Order Number, Item number, contract description of goods or services, sizes, quantities, unit prices and extended totals. Invoices for and inquiries regarding payment should be addressed to the County Accounts Payable Clerk.

2.22 APPROVAL:

It is agreed the acceptance of a Bid shall not be valid and binding upon the County until approved by the County Purchasing Agent, County Council, and the County Counselor.

2.23 RENEWAL OPTION:

The County reserves the right to negotiate the contract for one (1) additional one-year term with the written consent of the awarded vendor. If the contractor/vendor requests an increase in compensation for any renewal period, the vendor shall notify the Office of

Contracts and Grants no less than 60 days prior to the end of the contract period. The County shall notify the Vendor of the intent to exercise the renewal option. However, failure to notify the Vendor does not waive the County’s right to exercise the renewal option.

Indicate: [ ] Individual: [ ] Partnership: [ ] Corporation.

2.24 INDIVIDUAL, PARTNERSHIPS, CORPORATIONS:

Incorporated in the State of .

2.25 LITIGATION:

This agreement shall be interpreted under the laws of the State of Missouri. Any disagreements, questions, controversies, litigation or other causes of action whatsoever arising from or under the terms of this agreement shall be resolved in the trial courts of 23rd Judicial Circuit Court of the State of Missouri-Hillsboro, Missouri.

2.26 LANGUAGE: Bids and all related documents will only be accepted in the English Language.

INVITATION FOR BID 8 BIDDER INITIALS _________

AFFIDAVIT OF WORK AUTHORIZATION

The grantee, sub grantee, contractor or subcontractor who meets the section 285.525, RSMo definition of a business entity must complete and return the following Affidavit of Work Authorization.

Comes now (Name of Business Entity Authorized Representative) as

( Position/Title) first being duly sworn on my oath, affirm

(Business Entity Name) is enrolled and will continue to participate in the

E-Verify federal work authorization program with respect to employees hired after enrollment in the program who are proposed to work in connection with the services related to

(Bid/Grant/Subgrant/Contract/Subcontract) for the duration of the grant, subgrant, contractor, or subcontractor, if awarded in accordance with subsection 2 of section 285.530, RSMo. I also affirm that

(Business Entity Name) does not and will not knowingly employ a person who is an unauthorized alien in connection with the contracted services related to

(Bid/Grant/Subgrant/Contract/Subcontract) for the duration of the grant, subgrant, contract, or subcontract, if awarded.

In Affirmation thereof, the facts stated above are true and correct. (The undersigned understands that false statements made in this filing are subject to the penalties provided under section 575.040, RSMo.)

Authorized Representative’s Signature Printed Name

Title Date

Subscribed and sworn to before me this of . I am

(DAY) (MONTH, YEAR)

commissioned as a notary public within the County of , State of

(NAME OF COUNTY)

and my commission expires on .

(NAME OF STATE) (DATE)

Signature of Notary Date

INVITATION FOR BID 9 BIDDER INITIALS _________

AFFIDAVIT OF WORK AUTHORIZATION

(Continued)

CURRENT BUSINESS ENTITY STATUS

I certify that (Business Entity Name) MEETS the definition of a business entity as defined in section 285.525, RSMo pertaining to section 285.530, RSMo as stated above.

Authorized Business Entity Authorized Business Entity

Representative’s Name Representative’s Signature

(Please Print)

Business Entity Name Date

As a business entity, the grantee, sub grantee, contractor, or subcontractor must perform/provide the following.

The grantee, sub grantee, contractor, or subcontractor shall check each to verify completion/submission:

□ Enroll and participate in the E-Verify federal work authorization program

(Website: http://www.dhs.gov/e-verify;

Phone: 888-464-4218: Email: e-verify@dhs.gov) with respect to the employees hired after enrollment in the program who are proposed to work in connection with the services required herein;

AND

□ Provide documentation affirming said company’s/individual’s enrollment and participation in the E-

Verify federal work authorization program. Documentation shall include a page from the E-Verify

Memorandum of Understanding (MOU) listing the grantee’s, subgrantee’s, contractor’s, or subcontractor’s name and the MOU signature page completed and signed, at minimum, by the grantee, subgrantee, contractor, or subcontractor and the Department of Homeland Security – Verification

Division; (if the signature page of the MOU lists the grantee’s, subgrantee’s, contractor’s, or subcontrator’s name, then no additional pages of the MOU must be submitted).

INVITATION FOR BID 10 BIDDER INITIALS _________

http://www.dhs.gov/e-verify mailto:e-verify@dhs.gov

Certification Regarding

Debarment, Suspension, Ineligibility, And Voluntary Exclusion

Contractor Covered Transactions

(1) The prospective contractor of the Recipient, , certifies, by submission of this document, that neither it nor its representatives is presently disbarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any

Federal department or agency.

(2) Where the Recipient’s contractor is unable to certify to the above statement, the prospective contractor shall attach an explanation to this form.

CONTRACTOR:

By:

Signature Recipient’s Name

Name and Title Division Contract Number

Street Address

City, State, Zip

Date

UEI Number (as registered in SAM.gov

DUNS Number

Cage Code

INVITATION FOR BID 11 BIDDER INITIALS _________

JEFFERSON COUNTY

CONSTRUCTION PROJECT RESPONSIBLE BIDDER ATTESTATION

FORM

Solicitation No.: Project Title:

Company Legal Name: UEI #:

Address: City/State/Zip:

Phone: Email:

ATTESTATION

The undersigned, on behalf of the Company and its subcontractors, certifies that all statements below are true for all on-site employees directly engaged in construction:

1. ☐ The Company and subcontractors have not been barred from bidding on any federal or state projects within the last year.

2. ☐ The Company and subcontractors have not had any State or County licenses suspended within the last year.

3. ☐ The Company maintains and enforces a certified drug-testing policy for all on-site employees.

4. ☐ The Company will fulfill the construction contract exclusively with on-site employees, with no independent contractors or leased employees.

5. ☐ All employees directly engaged in construction hold required licenses with the appropriate licensing authority.

6. ☐ All employees directly engaged in construction receive prevailing wages as reflected in the Missouri

Annual Wage Order in effect at the time work begins (per §§ 290.257–290.260).

7. ☐ All employees directly engaged in construction have completed or are enrolled in a 10-hour

OSHA-certified program prior to starting work.

8. ☐ All supervisors directly engaged in construction are at minimum 30-hour OSHA-certified.

9. ☐ The Company and subcontractors comply with all applicable laws, ordinances, rules, and regulations in Jefferson County and Missouri.

10. ☐ The Company and subcontractors maintain or participate in a DOL-approved registered apprentice program compliant with 29 C.F.R. Part 29 and 29 U.S.C. §50 for each craft employed.

11. ☐ The Company provides healthcare meeting Minimum Value Standard under the ACA, paying

100% of the premium for each on-site employee.

INVITATION FOR BID 12 BIDDER INITIALS _________

Definition of “premium”:

☐ Direct payment to an insurance company (fully insured fund/plan) or

☐ Contributions to a self-insured fund/plan, as governed by 29 U.S.C. §1191b.

BID INCENTIVE ACKNOWLEDGMENT

☐ The undersigned acknowledges that, for construction projects over $150,000, a 4% bid incentive may be applied to the term “Responsible Bidder,” in addition to scoring of minimum pre-established criteria.

AFFIRMATION

The undersigned affirms that the statements herein are true and correct and understands that any misrepresentation may result in bid rejection, contract termination, and other legal remedies.

Authorized Signature: Printed Name:

Title:

Date:

NOTARY ACKNOWLEDGMENT

State of Missouri )

) ss

County of Jefferson )

On this day of , 20, before me personally appeared , known to me to be the person who executed the foregoing instrument on behalf of , and acknowledged that he/she executed the same as his/her free act and deed.

Notary Public Signature:

Printed Name:

My Commission Expires:

INVITATION FOR BID 13 BIDDER INITIALS _________

SAMPLE

Total Score

Invitation For Bid (IFB) Scoring Sheet

Bid Name

Evaluation Summary

Evaluator Name:

Criteria

Weight

Bidder 1

Name

Bidder 2

Name

Bidder 3 Name

Bidder 4

Name

Bidder 5

Name

Bidder 6

Name

Bidder 7

Name

Bidder 8

Name

Evaluation Criterion Description

ABC

Company

Price/Cost Terms 40% 20 20

Customer References 5% 5 5

Compliance with Bid Specifications (includes any bonding requirments)

20%

Capability, Capacity and Reliability 15% 12 14

Experience,Expertise and Qualifications 15% 14 15

Enhancements and warranties included at at reasonable or no additional charge

5%

Total Score 89 89 0 0 0 0 0 0

Total Score Possible 100% 100 100 100 100 100 100

Potential Bid Incentive (CONSTRUCTION PROJECTS ONLY)

Responsible Bidder(Construction Projects Only) ** Must have submitted notarized statement of compliance to qualify for incentive.**

4% 4 0

INVITATION FOR BID 14 BIDDER INITIALS _________

SAMPLE

Bid Name

Evaluators Scoring Summary

ABC

Company

Bidder Nm

Evaluator Score Score Score Score Score Score Score Score Score Score

Evaluator 1 85

Evaluator 2 94

Evaluator 3 76

Evaluator 4 89

Evaluator 5 95

Score 439 0 0 0 0 0 0 0 0 0

INVITATION FOR BID 15 BIDDER INITIALS _________

Flooring Materials, Supplies, and Installation Specifications

This bid is for the purchase of building flooring materials and supplies along with the option for the bidder to provide flooring installation services as needed for the benefit of Facilities maintenance.

The County reserves the right to purchase materials and supplies from any supplier when the County determines it is in its best interest due to pricing, or when requirements exceed these guidelines, or for special items.

INVOICE AND PAYMENT

Supplier shall submit statements with original copy of invoice showing the description, quantity shipped, unit and total manufacturer's list price. The quoted discount shall be shown on the invoice and applied to derive the net cost. The department will process payments against these statements.

SHIPMENTS/PICK-UPS

Any requested deliveries shall be accompanied by one priced invoice to serve as packing list and shall include delivery charges.

GENERAL

Contract shall be based on net price resulting from percentage discounts.

Bidder must supply the County with a toll-free telephone number for placing orders.

Price increase/decrease by the manufacturer will be allowed under this contract; however, the percentage discount shall remain the same. The County shall be notified prior to any price increase or decrease.

TERM OF CONTRACT

This contract will remain in effect for 12 months from the date of acceptance.

CONTRACT RENEWAL

The County of Jefferson reserves the right to renew this contract for one additional 12-month periods at the same discounts, terms and conditions.

HOURLY RATE

Standard Hourly Rate $________________

Time _______ to ___________

After Hours Rate $_____________

Time _______ to ___________

INVITATION FOR BID 16 BIDDER INITIALS _________

Bidders interested in providing floor installation services on an as needed basis? Check areas below

New flooring installation: Yes No

New flooring installation after hours of operation: Yes No

Removal of old flooring tile w/ new installation Yes No

Removal of old flooring carpet w/ new installation Yes No

If yes, please list your years of experience in flooring installation _____________________

INVITATION FOR BID 17 BIDDER INITIALS _________

In Witness thereof, the parties hereto have executed this Agreement, in triplicate, as of this day of 2026:

County of Jefferson, State of Missouri

Company Name

Signature Dennis J. Gannon County Executive

Print

Company Address:

Phone:

I hereby certify under section 50.660 RSMo there is either: (1) a balance of funds, otherwise unencumbered, to the credit of the appropriation to which the obligation contained herein is chargeable, and a cash balance otherwise unencumbered, in the treasury, to the credit of the funds from which payment is to be made, each sufficient to meet the obligation contained herein; or (2) bonds or taxes have been authorized by vote of the people and there is a sufficient unencumbered amount of the bonds yet to be sold or of the taxes levied and yet to be collected to meet the obligation in case there is not a sufficient unencumbered cash balance in the treasury.

County Auditor

APPROVED AS TO FORM

County Counselor

INVITATION FOR BID 18 BIDDER INITIALS _________

COOPERATIVE BID FORM

Bid Name:

INSTRUCTIONS: Bidders MUST fill out this form as part of the bidding process and attach to your bid response to Jefferson County, Missouri.

COOPERATIVE PROCUREMENT CONTRACT

This is a cooperating supply contract in accordance with Chapter 130, Section 130.020. K.3., of the

Procurement Policy and Procedures, Jefferson County Code of Ordinances.

Will you extend bid prices, cash terms, and all other terms and conditions of any contract resulting from this bid with Jefferson County, Missouri, to any Jefferson County, Missouri, Municipality, government agency, district, sub-district or other tax-supported entity?

Yes No

Although agreeing to the extension of the terms of this contract to municipalities or other tax-supported entities, is not a prerequisite for award, Jefferson County, Missouri, may take this factor into consideration if tie bids are received, in addition to the normal Terms and Conditions of the Invitation for Bid, enclosed herewith as a part of this bid.

Bidders are encouraged to extend contract prices to

Municipalities and any other tax-supported entities.

If agreeable to the above, state the minimum dollar value per order you will require from a

Municipality or any other tax-supported entity (this shall not apply to Jefferson County, Missouri

Government, Departments or Divisions):

MINIMUM DOLLAR VALUE PER ORDER: $

BY:

TITLE:

COMPANY:

CONTACT INFORMATION FOR COOPERATIVE AGREEMENT

Phone E-mail

THIS FORM WILL BECOME PART OF THE BID DOCUMENT PACKAGE SUBMITTED TO

JEFFERSON COUNTY, MISSOURI

INVITATION FOR BID 19 BIDDER INITIALS _________