Legal Services - Office of the Circuit Clerk 2024

Agency:	Jefferson County
State:	Missouri
Type of Government:	State & Local
Category:	R - Professional, Administrative and Management Support Services
Posted:	Jan 17, 2024
Due:	Feb 13, 2024
Solicitation No:	Bid No. 24-0009
Publication URL:	To access bid details, please log in.

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JEFFERSON COUNTY

DEPARTMENT OF ADMINISTRATIVE SERVICES

729 MAPLE ST / PO BOX 100

HILLSBORO MO 63050

WWW.JEFFCOMO.ORG

BID #: 24-0009

Request for Proposal: LEGAL SERVICES – OFFICE OF THE

CIRCUIT CLERK 2024

Date Issued: 01/16/2024

PROPOSALS SHALL BE ACCEPTED UNTIL: TUESDAY, FEBRUARY 13, 2024, AT 2:00 P.M. LOCAL TIME.

Specification

Contact:

MICHAEL REUTER

Circuit Clerk – 23rd Judicial Circuit Court

636-797-6480

Mike.reuter@courts.mo.gov

Contract

Contact:

JACKIE DOYLE

Department of Administrative Services

636-797-5380

Mail (3) Three

Complete Copies

With Vendor And

Proposal

Information As

Shown In Sample:

VENDOR NAME

SAMPLE ENVELOPE

VENDOR ADDRESS

CONTACT NUMBER

DEPARTMENT OF THE COUNTY CLERK

JEFFERSON COUNTY MISSOURI

729 MAPLE ST / PO BOX 100

HILLSBORO MO 63050-0100

SEALED PROPOSAL: (PROPOSAL NAME)

Contract Term:

ONE YEAR CONTRACT

WITH ONE (1)

ADDITIONAL 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 Proposal, 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 (1) 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.

______________________________________ ____________________________________

Company Name

Authorized Agent (Print)

Vendor

Information:

______________________________________ ____________________________________

Address

Signature

______________________________________ ____________________________________

City/State/Zip Code

Title

______________________________________ ____________________________________

Telephone #

Date

Tax ID #

______________________________________ ____________________________________

E-mail

Fax #

Request for Proposal

Bidders Initials________

TABLE OF CONTENTS:

Legal Notice and Request for Proposal

Page 1

Table of Contents

Page 2

Proposal Requirements

Page 3

Proposal Form and Contract

Page 5

Affidavit

Page 9

Certification for Debarment, Suspension, or Exclusion Page 11

Specifications

Page 12

*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

2b. A notarized affidavit, on company letterhead stating that the applicant does not

own any real or personal property in Jefferson County, Missouri.

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.

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

Request for Proposal

Bidders Initials________

PROPOSAL REQUIREMENTS

Bidder shall initial all pages and return where the Bid Document denotes

“BIDDER”S INITIALS:_____”

DEFINITIONS:

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

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

3. The term “RFP” means Request for Proposal.

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

PROPOSAL SUBMISSION:

Submit bid form in original (one original) and two (two copies) with all specification pages, if applicable. No facsimile or electronic

proposals shall be accepted and shall be rejected. A fully executed Affidavit is required by Section 285.530 RSMo., and shall be

submitted with the proposal form. A copy of the Affidavit is attached hereto. Failure to execute the Affidavit shall result in the

proposal being rejected. Vendor shall comply with the requirements of Sections 285.525 to 285.555 of the Revised Statutes of the

State of Missouri. If any part of the work is subcontracted, each subcontractor shall comply with the same requirements of this

specification. No contractor shall knowingly employ, hire for employment, or continue to employ an unauthorized alien to perform

work within the State of Missouri. Vendor and any of its subcontractors, shall, by sworn affidavit and provision of documentation,

affirm their enrollment and participation in a federal work authorization program with respect to the employees working in

connection with the contracted services. Vendor and its subcontractors shall also sign an affidavit affirming that they do not

knowingly employ any person who is an unauthorized alien.

Prevailing Wage Vendor and its subcontractors shall pay not less than the prevailing hourly rates of wages, as determined by the

Labor and Industrial Relations Commission of Missouri. Vendor shall abide by the most current Annual Wage Order published by

the Missouri Department of Labor and Industrial Relations or other similar resources and publications. 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.

BASIS OF PROPOSAL AWARD:

Award may be made on an item-by-item basis to the lowest and best proposals or award may be made to the lowest and best

proposal total, whichever is in the best interest of the County. County may reject any or all proposals for any reason and may waive

any informality. Proposals submitted from a Missouri State Contract shall include a copy of the State Contract with the proposal.

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 proposal or proposals have been awarded by the County Council within forty-five (45) days following the opening of the

proposal then all proposals will be deemed rejected.

PROPOSAL PREPARATION:

1. Vendors are responsible for examination of drawings, specifications, schedules and instructions.

2. Each Vendor shall furnish the information required by the invitation. The vendor shall sign all required documents. All

deletions and erasures shall be initialed

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

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

Request for Proposal.

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.

MODIFICATION OR WITHDRAWAL OF PROPOSALS:

Proposals may be modified or withdrawn prior to the exact hour and date specified for receipt of proposals, provided the

modification or withdrawal is in writing and is delivered in the same manner as a proposal submission.

LATE PROPOSALS:

It is the responsibility of the vendor to deliver his proposal or proposal modification on or before the date and time of the proposal

closing to the Department of the County Clerk of Jefferson County. Proposals received late will be rejected and returned unopened

to the vendor.

BID DEPOSITS/BONDS:

Bid Deposits/Bonds are not required unless specified in the specifications. Bid deposits/Bonds must be in the exact amount as

stipulated in the bid.

Request for Proposal

Bidders Initials________

MATERIAL AVAILABILITY:

Vendors must accept responsibility for verification of material availability, product schedules and other pertinent data prior to

submission of proposal and delivery time. It is the responsibility of the vendor 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.

ALTERNATE PROPOSALS:

Where required, vendors must submit complete specifications on all alternate proposals with the proposal form. Alternate proposals

without complete specifications may be rejected. Alternate proposals and exceptions to proposal clauses must be clearly noted on

the proposal form. The County may accept or reject alternate proposals; whatever is most advantageous to the County.

INCORPORATION OF DOCUMENTS:

The terms of the proposal invitation, proposal specifications, proposal form are and shall be incorporated into the contract as if fully

setout therein. The Proposal, 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.

ADDENDA:

Addenda to proposal 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 addenda’s prior to submission of proposal forms. Verification

is made by contacting the Department of Administrative Services or by reviewing the County Web Site. (www.jeffcomo.org).

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 it’s 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.

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

per Missouri Revised Statutes Chapter 287

Request for Proposal

Bidders Initials________

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.

PROPOSAL OPENINGS:

Proposals will be publicly opened and read aloud at the time indicated on page 1. The vendors and the public are invited but not

required to attend the formal opening of the proposals. No decisions relating to the award of a contract or agreement will be made

at the opening.

PROPOSAL TABULATIONS:

Proposal Tabulations will be available 5 to 7 business days following the proposal opening. Proposal submissions are open for

public review at the time of the proposal opening. Proposal tabulations are posted on the County’s web-site address,

www.jeffcomo.org, under the services tab, Invitation for Bid/Request for Proposal link. NO COPIES of proposal tabulations are

sent to vendors.

PROPOSAL FORM AND CONTRACT

PROPOSAL REPRESENTATIONS:

The vendor, by executing the proposal form certifies that:

1. The proposal complies with Request for Proposal, Form and Proposal Specifications.

2. The vendor is not debarred or suspended from participation in Federal Assistance programs.

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 may be 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.

CERTIFICATION OF INDEPENDENT PRICE DETERMINATION:

1. The prices in the proposal shall be independently determined, without consultation, communication, or agreement for the

purpose of restricting competition as to any matter relating to price with any Vendor or other person.

2. Unless otherwise required by law, the prices shall not have been knowingly disclosed by the Vendor prior to opening; or

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

proposal.

PRICE:

The price(s) specified in this proposal shall be firm and not subject to contingency or reservation. The vendor represents prices

specified in the proposal 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 vendor’s most favored customer. 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 contract price shall be reduced accordingly.

Proposal 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.

MISSOURI DOMESTIC PRODUCT PROCUREMENT ACT:

Vendor 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. Vendor shall include proof of compliance with the Act with the proposal.

Request for Proposal

Bidders Initials________

This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

Bid Number:	24-0009
Bid Title:	Legal Services - Office of the Circuit Clerk 2024
Category:	Invitation For Bids & Request for Proposals
Status:	Open

Legal Services - Office of the Circuit Clerk 2024

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See also