Stage, Sound, Lighting for Jackson County's Christmas in the Sky

Jackson County, Missouri Parks and Recreation Department is issuing an Invitation to Bid (ITB 26-025) for Stage, Sound, and Lighting services for the county's Christmas in the Sky event scheduled for Wednesday, November 25, 2026, at Longview Lake Beach in Kansas City, Missouri. The procurement requires vendors to supply, deliver, install, and remove a complete integrated system comprising a 40-foot wide by 32-foot deep by 5-foot high stage with six lighted stair units and handrails; professional audio equipment including twelve JBL Vertec 4888 top boxes, eight JBL SRX 728S subwoofers, four wireless microphones, and a Behringer X-32 mixing console; and a full lighting package with two PRTs, twenty-four pars, two Molefays, one Hog console, and all associated dimming, cabling, and gel. Setup must commence at 7:30 a.m. with completion required by 2:00 p.m., followed by a program run-through at 2:30 p.m. and sound checks at 4:30 p.m., with dismantling permitted after 8:30 p.m. Qualified vendors must be located in or provide documented service capability within the Greater Kansas City Metropolitan Area (Cass, Clay, Jackson, Lafayette, Platte, and Ray counties in Missouri, and Johnson and Wyandotte counties in Kansas) and must submit electronic bids through the Jackson County Bonfire Portal by 2:00 p.m. CDT on May 19, 2026, with all questions due by 5:00 p.m. CDT on May 12, 2026. Successful bidders must provide three business references, a notarized Responsible Bidders Affidavit, proof of federal work authorization, verification of non-debarred status, a Certificate of Compliance from the Jackson County Compliance Review Office, and a Certificate of Insurance within ten business days of award notification, with all labor, professional technicians to operate systems, and generator power included in the all-inclusive quoted price with no additional delivery or miscellaneous charges permitted.

Bidders may claim Minority Owned Business (MBE), Woman Owned Business (WBE), or Small Business status if they possess appropriate governmental or Minority Supplier Council certification; however, no specific set-asides or restrictions limiting competition to these categories are detailed in the solicitation documents. The bidding documents require compliance with Jackson County Code Chapter 6 regarding non-discriminatory practices and equal employment opportunity, and all contractors must maintain registration and good standing with the Missouri Secretary of State and comply with federal, state, and local statutes including OSHA standards and the Americans with Disabilities Act. Insurance requirements mandate Commercial General Liability ($1,000,000 per occurrence/$2,000,000 aggregate), Commercial Automobile Liability ($1,000,000 combined single limit), Workers Compensation (statutory), and Excess/Umbrella Liability ($1,000,000 each occurrence/$1,000,000 aggregate), with all coverages written on an occurrence basis and Jackson County named as additional insured. No incumbent vendors or current contractors are identified in the available documentation. The county estimates spending up to $20,000 for all stage, sound, lighting, labor, and removal services, with bids remaining binding for ninety calendar days following the May 19, 2026 response deadline, and the county reserving the right to reject any bids or waive technical defects in selecting the bid deemed most advantageous to Jackson County.