SLED Opportunity · KANSAS · COUNTY OF MIAMI
AI Summary
Miami County seeks a qualified vendor to supply road oil and asphaltic concrete materials for 2026 road construction, resurfacing, and maintenance projects on an on-call basis.
Miami County is seeking a qualified vendor to provide road oil for the 2026 construction season. The County intends to use the asphaltic concrete materials and other services specified within this contract on resurfacing projects, routine road maintenance projects, road construction, in-place asphalt services for various County facilities and any other County approved applications which best serves the interest of the citizens of Miami County. All work within this project is to be provided on an on-call basis with both the County and the Contractor complying with the provisions as contracted.
Miami County is a local government organized on April 2, 1857, located in the east-central part of Kansas along the state line and is part of the Kansas City metropolitan area. The county serves a diverse and expanding population through multiple agencies, (26) twenty-six county departments, and offices. The county has more than 250 public servants serving in more than (7) seven offices located throughout the county. Miami County is dedicated to helping more than 34,000 residents remain part of a safe and vibrant community. Miami County is governed by a five-member, non-partisan, elected Board of County Commissioners (BOCC). The BOCC appoints a County Administrator. Miami County also has an elected Sheriff, County Attorney, County Clerk, County Treasurer, and County Register of Deed.
In addition to the traditional governmental operations of public health and safety, codes, regulations, and tax collection, Miami County operates one (1) airport, health and developmental support centers, a community corrections program, and a wastewater system (Bucyrus). More information on Miami County can be found on our public website (www.miamicountyks.gov), as this site provides information on the organization, a complete directory of services provided, and a wide range of available public resources.
| Event | Date | Location |
|---|---|---|
| Anticipated Award Date | 2026-04-08T18:00:36.580Z | Miami County Administration Building Board of County Commissioners Chamber 201 S Pearl - 1st Floor Paola, KS 66071 |
| Open RFB | 2026-04-02T14:00:14.095Z | Miami County Administration Building Board of County Commissioners Chamber 201 S Pearl - 1st Floor Paola, KS 66071 |
| Anticipated Board Approval Date | 2026-04-08T16:38:30.112Z | Miami County Administration Building Board of County Commissioners Chamber 201 S Pearl - 1st Floor Paola, KS 66071 |
Please use the See What Changed link to view all the changes made by this addendum.
The quantities indicated on the Bid sheet are estimated only. Any contract entered into will be of the "open end" type. The contractor will deliver such quantities as may be ordered, and the contrac shall be binding only for the actual quantities ordered during the contract period. Orders will be issued throughout the contract period as needs are determined.
Whenever the following words and expressions appear in this solicitation document or any amendment hereto, the definition or meaning described below shall apply.
All material shall be in compliance with the current KDOT Standard Specifications for State Road and Bridge Construction.
The price per gallon shall include any pump charge and two (2) hours of free unloading time.
There shall be no returned freight charge due to any reason. All returned material shall be credited to Miami County, Kansas.
It shall be the bidder's responsibility to ask questions, request changes or clarification, or otherwise advise the Administration, Purchasing Division, in writing, if any language, specifications, or requirements of a bid appear to be ambiguous, contradictory, and/or arbitrary, or appear to inadvertently restrict or limit the requirements stated in the bid to a single source. Any and all communication from bidders regarding specifications, requirements, competitive RFB process, etc., must be directed to the purchasing administrator from the Administration, Purchasing Division, as indicated on the first page of the bid. Such communication should be received at least seven (7) calendar days prior to the official RFB opening date.
Every attempt shall be made to ensure that the bidder receives an adequate and prompt response. However, in order to maintain a fair and equitable RFB process, all bidders will be advised, via the issuance of an amendment to the bid, of any relevant or pertinent information related to the procurement. Therefore, bidders are advised that unless specified elsewhere in the bid, any questions received by the Administration, Purchasing Division, less than seven (7) calendar days prior to the bid opening date may not be answered.
Bidders are cautioned that the only official position of the county is that position which is stated in writing and issued by the Administration, Purchasing Division, in the bid or an amendment thereto. No other means of communication, whether oral or written, shall be construed as a formal or official response or statement from the county.
The Administration, Purchasing Division, monitors all procurement activities to detect any possibility of deliberate restraint of competition, collusion among bidders, price-fixing by bidders, or any other anti-competitive conduct by bidders which appears to violate state and federal antitrust laws. Any suspected violation shall be referred to the Kansas Attorney General's Office for appropriate action.
The Administration, Purchasing Division, reserves the right to officially modify or cancel a solicitation after issuance. Such a modification shall be identified by an amendment/addendum.
When quoting a delivery date, bidder shall state time in days form the receipt of a county purchase order or contract, not time in days from the date of the bid opening.
Alternate bids are not additional quantities. They are price comparisons between polymer-modified oils and non-polymer-modified oils.
Bidders must examine the entire bid carefully. Failure to do so shall be at the bidder's risk.
Unless otherwise specifically stated in the RFb, all specifications and requirements constitute minimum requirements. All bidders must meet or exceed the stated specifications/requirements.
Unless otherwise specifically stated in the RFB, any manufacturer's names, trade names, brand names, information and/or catalog number listed in a specification and/or requirement are for informational purposes only to indicate level of quality required and are not intended to limit competition. The bidder may offer any brand which meets or exceeds the specification for any item, but must state the manufacturer's name and model number for any such brands in the RFB. In addition, the bidder shall explain, in detail: (1) the reasons why the proposed equivalent meets or exceeds the specifications and/or requirements; and (2) why the proposed equivalent should not be considered an exception thereto. Bidders which do not comply with the requirements and specifications are subject to rejection.
Bidders lacking any written indication of intent to respond with an alternate brand or to take an exception shall be received and considered to be in complete compliance with the specifications and requirements as listed in the RFB.
All equipment and supplies offered in a bid must be new and of current production and available for marketing by the manufacturer unless the RFB clearly specifies that used, reconditioned, or remanufactured equipment and supplies may be offered.
Firm fixed prices shall include all packing, handling, and shipping charges FOB destination, freight allowed unless otherwise specified in the RFB.
The firm fixed prices shall remain valid for 90 days from RFB opening, unless otherwise indicated. If the bid is accepted, prices shall be firm for the specified contract period.
All deviations from the attached specifications must be noted in detail by the bidder, in writing, at the time of submittal of this request. The absence of a written list of specification deviations at the time of submittal of this bid will hold the bidder strictly accountable ot the county to the specifications as written. Any deviations from the specifications as written not previously submitted as required by the above, will be grounds for rejection of the bid products when delivered.
Sealed bids for RFB 2025-06 Road Oil for 2025 Construction Season will be received by Miami County, Kansas, at the Miami County Purchasing Office, 201 S. Pearl, Suite 200, Paola, Kansas 66071 until 9:00 a.m., local time on April 22, 2025. At this time all sealed bids will be transferred to the County Commission Chamber, Administration Building, where they will be publicly opened and read aloud. Any bid received after the designated closing time will be returned unopened.
All bids shall be submitted in sealed envelopes addressed to the Miami County Purchasing Office, 201 S. Pearl, Suite 200, Paola, Kansas 66071 and marked "BID FOR RFB 2025-06 ROAD OIL."
A response may be modified or withdrawn prior to the official opening date and time specified. No bidder may submit more than one response.
Bid products shall be inspected upon delivery and/or prior to installation any any defects founds thereupon shall be repaired by the successful bidder at no expense of County of Miami, Kansas. Repair shall be accomplished in accordance with approved procedure available from the manufacturer.
Bids will be publicly opened and read aloud on April 22, 2025, at 9:00 a.m.
Bidder shall indicate any and all discounts for full and/or prompt payment. Said discounts shall be considered in determination of award. Discounts offered for payment with less than twenty (20) calendar days shall not be considered as a cost factor in the evaluation of bids. In connection with any discount offered, time shall be computed from date of receipt of correct invoices or receipt of acceptance of shipment, or satisfactory installation, whichever is later. Discounts offered shall be taken when remittance is made.
Any pricing information submitted by a bidder pursuant to the requirements of the RFB but not reflected on the pricing page shall be subject to evaluation if deemed by the Administration, Purchasing Division, to be in the best interests of the county.
Unless otherwise stated in the RFB, cash discounts for prompt payment of invoices shall not be considered in the evaluation of prices. However, such discounts are encouraged to motivate prompt payment.
Awards shall be made to the bidder whose RFB
When evaluating a bid, the county reserves the right to consider relevant information and fact, whether gained from a bid, from a bidder, from the bidder's references, or from any other source.
Any award of a contract shall be made by written notification from the Administration, Purchasing Division.
All submitted bids and associated documentation shall be subject to the provisions of the Kansas Open Records Act (K.S.A. 45-215 et seq.). The Kansas Open Records Act does permit limited materials to be protected from disclosure. Generally, protected exceptions are financial information submitted as qualification statements and materials privileged under the rules of evidence. These documents should be properly labeled proprietary or confidential. The technical and cost/pricing response documents should not be labeled proprietary, confidential, or in any other manner to restrict dissemination.
The Administration, Purchasing Division, reserves the right to request written clarification of any portion of the bidder's response in order to verify the intent of the bidder. The bidder is cautioned, however, that bidder's response shall be subject to acceptance without further clarification.
The Administration, Purchasing Division, reserves the right to award by item, groups of items, or on all or none basis; and reserves the right to reject any or all bidders in part, or in its entirety, to waive any minor technicality or irregularities of bidders received.
In the event of a discrepancy between the unit price and the extension, the unit price shall prevail.
Bidders who protest the conditions, specifications or scope of services, or other requirements contained in this solicitation are encouraged to review the County's Administrative Purchasing Policies and Procedures located at the county's website at Miami County Administrative Policy & Procedures.
All work performed under this contract must be authorized by the department. A list of authorized personnel shall be supplied to the successful bidder(s).
Complete descriptive literature shall be submitted with the bidder's response to this request.
By submitting a bid, the bidder agrees to furnish any and all equipment, supplies, and/or services specified in the RFB, pursuant to all requirements and specifications contained herein.
A binding contract shall include:
The contract expresses the complete agreement of the parties and performance shall be governed solely by the specifications and requirements contained therein. Any change, whether by modification and/or supplementation, must be accomplished by a formal contract amendment.
The Contractor shall not transfer any interest in the contract, whether by assignment or otherwise, without the prior written consent of the county.
Payment for all equipment, supplies, and services shall be made in arrears. Miami County shall not make any advance deposits, unless provided for in the contract.
The county assumes no obligation for equipment and supplies shipped in excess of the quantity ordered. Any unauthorized quantity is subject to the county's rejection and shall be returned at the Contractor's expense.
The county and its agencies are exempt from state and local sales and use taxes by KSA 79-3606. Situs of all transactions under the order(s) that shall be derived from the RFB shall be deemed to have been accomplished within the State of Kansas.
The successful bidder shall provide operator training sufficient to ensure efficient operations of bid product(s). This shall be provided at no charge by the successful bidder.
Time is of the essence. Deliveries of equipment, supplies, and/or services must be made no later than the time stated in the contract or within a reasonable period of time, if a specific time is not stated.
Prior to delivery of equipment, each unit must be completely serviced and lubricated in accordance with factory service specifications. Successful bidder is responsible to furnish any equipment needed for unloading of equipment at the F.O.B. destination point.
Bidders must furnish with the bid a statement covering length of time that parts and services are available after delivery and where such parts and service are available.
No equipment, supplies, and/or services received by an agency of the county pursuant to a contract shall be deemed accepted until the agency has had reasonable opportunity to inspect said equipment, supplies, and/or services.
All equipment, supplies, and/or services which do not comply with the specifications or requirements or which are otherwise unacceptable or defective may be rejected. In addition, all equipment, supplies, and/or services which are discovered to be defective or which do not conform to any warranty of the Contractor upon inspection (or at any later time if the defects contained were not reasonably ascertainable upon the initial inspection) may be rejected.
The county reserves the right to return any such rejected shipment at the Contractor's expense for full credit or replacement and to specify a reasonable date by which replacements must be received.
The county's right to reject any unacceptable equipment, supplies, and/or services shall not exclude any other legal, equitable or contractual remedies available to the county.
The county will not accept prototype equipment.
The Contractor expressly warrants that all equipment, supplies, and/or services in accordance with generally accepted industry standards, practices and principles applicable to the work and shall:
The Contractor shall replace a defective product at its own cost.
On the Bid Sheet, a space is provided for bidders to quote a percentage (%) mark-up for any and all repair parts to be furnished under the contract to be derived from the bid request. Said mark-up shall be stated percentage above the bidder's cost for said parts. Such costs shall be subject to verification by Miami County and to this end of the successful bidder shall, upon request by Miami County, furnish copies of invoices or other such documents that will establish bidder's cost for said parts. Miami County reserves the right to rule on the authenticity of such costs and require additional verification if justified.
The awarded bidder on each item must provide two (2) copies of: Parts Manuals, Complete Service Manuals, Maintenance and Electrical Manuals, and Operator and Safety Manuals.
The Contractor hereby covenants that at the time of the submission of the bid, the Contractor has no other contractual relationships which would create any actual or perceived conflict of interest. The Contractor further agrees that during the term of this contract neither the Contractor nor any of its employees shall acquire any other contractual relationships which create such a conflict.
The trade-in equipment may be viewed and examined upon appointment.
In the event of material breach of the contractual obligations by the Contractor, the county, may cancel the contract. At its sole discretion, the county, may give the Contractor an opportunity to cure the breach or to explain how the breach will be cured. Unless otherwise provided for in the contract, the actual cure must be completed within no more than 10 working days from notification a written plan detailing how the Contractor intends to cure the breach.
If the Contractor fails to cure the breach or if circumstances demand immediate action, the Administration, Purchasing Division will issue a notice of cancellations terminating the contract immediately.
If the county cancels the contract for breach, the county reserves the right to obtain the equipment, supplies, and/or services to be provided pursuant to the contract from other sources and upon such terms and in such manner as the county deems appropriate and back charge the Contractor for any additional costs incurred thereby.
The county reserves the right to terminate the contract at any time for the convenience of the county, without penalty or recourse, by giving the Contractor a written notice of such termination at least 30 calendar days prior to termination. The Contractor shall be entitled to receive just and equitable compensation for the work completed pursuant to the contract prices prior to the effective date of termination.
The contract is subject to the provisions of the Kansas Cash Basis Law, K.S.A. 10-1101 et seq., and amendments thereto, (the "Act"). By virtue of this Act, the county is obligated only to pay periodic payments as contemplated by the contract as may lawfully be made from funds budgeted and appropriated for that purpose during the county's current budget year (i.e., January 1 to December 31) or from funds made available from any lawfully operated revenue producing source. Should the county fail to budget, appropriate or otherwise make available funds for payments due under the contract in any budget year, the contract shall be deemed terminated on the last day of the then current budget year for which appropriations were received, without penalty or expense to the county of any kind whatsoever."
County of Miami, Kansas, shall be responsible for the testing of materials or equipment as required by the State of Kansas, supplemented by the Specifications.
Any notice or other communication to the Contractor shall be made in writing via email, delivered personally, or by United States mail, postage prepaid, to the address listed in the Contractor's bid.
Installation and initial testing of required accessory items shall be the responsbilitiy and at the expense of the successful bidder.
The Contractor shall defend, protect, and hold harmless the County, its officers, agents, and employees against all suits of law or in equity resulting from patent and copyright infringement concerning the Contractor's performance or products produced under the terms of the contract.
EXAMPLE LANGUAGE (One (1)1987 Linkbelt LS2800B Serial #A5H7322 with 5828 hours (hour meter has been replaced current meter reads 2319) as of 09/18/2009 unit #6440.)
In accordance with K.S.A. 44-1030, the Contractor agrees that:
In connection with the furnishing of equipment, supplies, and/or services under the contract, the Contractor and all subcontractors shall comply with all applicable requirements and provisions of the Americans with Disabilities Act (ADA).
The equipment shall be built for the U.S. Market and sold by a factory authorized dealer.
All contractual agreements shall be subject to, governed by, and construed according to the laws of the State of Kansas, and the District Court of Miami County, Kansas shall have jurisdiction over any controversy or claim arising out of, or relating to, the contractual agreements or their performance or interpretation.
(START TO END) Unless a longer warranty period is stated in the equipment specifications, or as noted below the bidder shall furnish a comprehensive on hundred percent (100%) parts and labor warranty of not less than (EXAMPLE one (1) year) full parts and labor on the equipment bid upon county final acceptance. Any travel fees or transportation of people or equipment for warranty repairs to be included.
Bidders shall respond to agency request to fix or repair ______ within ________ hours unless otherwise negotiated by contractor and agency.
The Contractor agrees to protect, defend, indemnify and hold the BOCC, its officers, employees, and agents free and harmless from and against any and all losses, penalties, damages, settlements, costs, charges, professional fees, or other expenses or liabilities of every kind and character arising out of or relating to any and all claims, liens, demands, obligations, actions, proceedings or causes of action of every kind and character in connection with or arising directly or indirectly out of the error, omission, recklessness, negligent act or willful misconduct of the Contractor (collectively hereinafter "claims"). Without limiting the generality of the foregoing, any and all such claims relating to personal injury or of any other tangible or intangible personal or administrative order, rule or regulation, or decree of any court shall be included in the indemnity hereunder. The Contractor further agrees to investigate, handle, respond to, provide defense for and defend any such claims at Contractor's sole expense and agrees to bear all other costs and expenses related thereto, even if such claim is groundless, false, or fraudulent.
The contract that will be derived from this bid request shall be through the general contractor. Bidders shall submit with their bid a list of any and all subcontractors that will be used on these jobs with the percentage and types of work to be done by all parties.
Titles of paragraphs used herein are for the purpose of facilitating reference only and shall not be construed to infer a contractual construction of language.
The Contractor agrees that the county, or any of its authorized representatives, shall have access to and the right to examine and audit any and all books, documents, papers, and records of the Contractor hereunder or any change order or contract modification thereto, or with compliance with any clauses thereunder. Such records shall include hard copy as well as computer-readable data. The Contractor shall require all of its payees, including but not limited to subcontractors, insurance agents, or material suppliers, to comply with the provisions of this clause by including the requirements hereof in a written agreement between the Contractor and payee. Further, the Contractor agrees to cooperate fully and will cause all related parties and will require all of its payees to cooperate fully in furnishing or making available to the county any and all such books, documents, papers, and records.
The successful bidder shall submit to the County of Miami, Kansas, Administration, Purchasing Division, a composite report of contract, purchases or copies of invoices issued during the contract period. Same shall be submitted sixty (60) days prior to expiration of any subsequent renewal periods.
The Contractor agrees to comply with the Health Insurance Portability and Accountability Act of 1996 ("HIPAA"), the privacy and security regulations promulgated under Title II, Subtitle F, §§ 261-264 of HIPAA, the administrative regulations issued by the Department of Health and Human Services ("DHHS") as found in 45 C.F.R. Parts 160 through 164 (the "HIPAA or DHHS regulations"), and the Health Information Technology for Economic and Clinical Health Act, Public Law 11-005 (the "HITECH Act"), as such laws and regulations may be amended from time to time, and enter into a Business Associate Contract with the county, as may be required, so as to provide necessary reasonable assurances to the county that the Contractor as a Business Associate will comply with the portions of those laws and regulations made applicable to business associates by HIPAA and the HITECH Act.
The local government of Miami County, KS, (collectively the "Local Governments"), has agreed to cooperate to ensure that tax funded contracts are performed by Contractors in compliance with the Tax Laws of the Local Government. Contactor agrees that the Contractor shall be in compliance with the respective Tax Laws of the Local Government throughout the term of this contract and any contract renewals and that proof of the Contractor's compliance with the Tax Laws of the Local Government shall be a condition of award. Upon award of the contract and all subsequent renewals with Miami County in the amount of $100,000.00 or more, the Contractor must obtain a Tax Clearance Certification. The Tax Clearance Certification must be signed by an authorized official from the Local Government and submitted to the Miami County Purchasing Department prior to a notice of award (or) contract renewal. The Tax Clearance Certification shall be valid for a period of one year from the date of issuance and shall not be dated more than sixty (60) days prior to any notice of intent to contract by the county.
Within ten (10) calendar days after notification to enter into contract, the successful bidder must furnish the specified insurance and bonds required, if any. If any successful bidder fails to furnish said documents within ten (10) calendar days, the award to that bidder may be withdrawn and awarded to the next acceptable bid.
The Contractor agrees to accept payment from the county in the form of a procurement (credit) card and/or conventional check and/or electronically, at the county's option, without imposing any additional fees, costs or conditions with respect to the manner and/or receipt of such payment.
Surcharges (fuel or otherwise) are not allowed under any agreement as a result of this RFB. Any such surcharges are to be included in the contract pricing.
The county reserves the right to add additional services to the contract with the mutual consent of the contracting parties within the contract period.
The county reserves the right to negotiate any and all elements of a contract resulting from this RFB.
The county will reimburse reasonable and necessary travel and related expenses to the successful Contractor based on the following conditions: travel expenses for airline expenses for business class based on actual cost. Lodging, mileage, and food will be based on the GSA per diem rates for the Kansas City Metro region. All such expenses will be up to but not in excess of the per diem rate for this area based on actual receipts. The applicable GSA per diem information can be located at http://www.gsa.gov/portal. Additional expenses such as ground transportation to and from the airport and vehicle rental may also be approved. All travel expenses are subject to the county's prior approval and must have receipts to verify expenses.
The bidder must obtain prior written approval from the county for the use of information relating to the county or the contract in advertisements, brochures, promotional materials or media, press releases, or other informational avenues.
Any work product or deliverable report or date provided to the county as a result of work performed while under the contract shall be considered property of the county. It may be used in any fashion the county deems appropriate.
Any objections or concerns to the RFB language, terms and conditions, scope or other elements of the RFB must be included with the bidder's response. Failure to note such concerns will indicate the bidder's acceptance of the same.
The county desires to procure goods and services that are sustainable and maximize value to the county at both a cost and environmental level. Please describe your firm's environmental stance and what steps your firm has taken to support the goal of environmental stewardship.
Federal Grant shall be verified through SAM for supplier suspension or debarment: https://www.sam.gov/portal/public
All work within the scope of this RFB shall be completed by the successful respondent to all applicable current prevailing codes and regulations.
The successful bidder may be required to furnish a Performance Bond and/or Statutory Bond equal to 100% of the contract. Such bond shall be executed by a surety company authorized to do business in the State of Kansas and requires the appointment of a Kansas Resident Agent.
There shall be no assignment and/or transfer of interest or delegation of contractor's rights, duties, or responsibilities of contractor under the contract derived from this bid request without the prior written approval of the county.
Conditional bids are subject to rejection in whole or in part at the sole discretion of the county.
The county reserves the right to determine if bid products are equivalent to specified products.
No substitutions will be accepted for products bid, after award, without the prior approval of the county. Any substitutions allowed will be supplied at no more than the contract bid prices.
This bid may be awarded either as a contract or as separate contracts as deemed to be in the best interest of County of Miami, Kansas.
The contractor shall not be liable in damages for delay of shipment or failure to deliver when such delay or failure is the result of fire, flood, war, strike (pertaining to supplier's own work force), act of God, act of government, act of an alien enemy, or by any other circumstances, which is beyond the control of the contractor. Under such circumstances, however, the county may cancel the contract if such action is deemed to be in the best interest of the county.
If it becomes necessary to revise any part of this bid, a written addendum will be provided to all bidders. The county is not bound by oral representations, clarifications, or changes made in the written specifications by the county's employees, unless such clarification or change is provided to bidders in written addendum from the Purchasing Administrator.
It is mandatory for a manufacturer, supplier, or distributor to supply a MSDS as required by 29 CFR 1910.1200 with the first shipment of hazardous material. Also, at any time the content of a MSDS is revised, the contractor is required to provide new information relevant to the specific material.
The contractor will make every attempt to supply the awarded material within the time frame(s) requested on each order. Failure to supply may be cause-in-need for the county to procure in the open market items meeting or similar to that specified in the contract.
The equipment bid on this request shall be the manufacturer's standard equipment with no alteratiomns. The county will not purchase altered equipment or custom designed equipment unless expressly provided for in this bid document.
New products and services shall be added to the contract if there is mutual consent of the contracting parties (add to inspect and accept)
County of Miami, Kansas, will participate in the contract from the onset. The county reserves the right to add additional county agencies to this contract during the contract.
Attach a separate sheet detailing the same.
Note: It shall be unacceptable for any bidder to make the statement "see specifications" in lieu of listing all exceptions/additions from the preceding specifications. It shall also be unacceptable for any bidder to submit the manufacturer's literature in lieu of the above. All exceptions/additions to our specifications shall be either handwritten or typed on an attached separate sheet.
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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