Project Information

Bid Title

Security Mattresses for 2026 calendar year purchases.

Issuing Agency

Shawnee County

Location

Kansas

Published Date

Dec 18, 2025

Closing Date

Jan 12, 2026

Government Level

State & Local

Status

Closed

Ref. #

073-25

Original Source

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Bid Documents

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Project Description

Request	Department	Description	Due Date
073-25 073-25 Addendum-1	Department of Corrections	Security Mattresses for 2026 calendar year purchases.	1/12/2026 2:00 PM

Attachment Preview

SHAWNEE COUNTY

REQUEST FOR PROPOSAL

(RFP)

Quotation Number: 073-25

Date Issued:

12-17-2025

Closing Date:

01-12-2026, 2:00pm

Vendor Name:

Address:

Phone Number:

THIS IS NOT AN ORDER

1. In communications, always refer to the above quotation number.

2. All prices and conditions must be shown. Additions or conditions not shown on this bid will not be

allowed.

3. Shawnee County reserve the right to accept or reject any part of, or all of, any bid or proposal.

4. All prices quoted are to be less Federal Excise Tax and Kansas Sales Tax.

5. Price quoted shall remain firm for the 2026 Calendar year.

*SHAWNEE COUNTY HAS AN ELECTRONIC BID SYSTEM*

All vendors are required to create an online portal account (www.snco.gov/purchasing) in order to receive or

submit bid requests. All responses must be submitted through the bid portal

ITEM AND DESCRIPTION

Shawnee County is soliciting bids for the 2026 purchase of security mattresses for the

Department of Corrections per the following minimum specifications.

ITEM SPECIFICATIONS

Security mattresses must have be clear poly, with built-in pillow, sealed seam, 30”x75”x 4”, and no scrim.

GENERAL INFORMATION

• 2025 the department purchased approximately $45,000 in mattress.

• Prices are to remain firm for the 2026 calendar year.

• Awarded to one vendor.

RESPONSE REQUIREMENTS

Responses should assume that the county has had no previous knowledge of their products, services or

capabilities. Emphasis should be placed on a clear complete presentation of factual information. They should

include the following:

Attachment 1 which includes:

o Contact information for follow-up questions

o Pricing schedules

Signed Bid

PLEASE SUBMIT ATTACHMENT 1 AS THE FIRST PAGE OF YOUR

BID RESPONSE

Document Information: The bid portal will only allow one PDF document uploaded for a response. It is your

responsibility to make sure the uploaded file is the correct, complete and contains all required information and

signatures. The document file name should only contain spaces and letters or numbers, please do not use special

characters or dashes. The file can be changed until the bid close time.

Closing Date: Bids will be received until 2:00 p.m. CDT on the scheduled closing date. The online bid portal

will not accept any new bids after this time.

Signature of Bids: Each bid must show in the space provided the complete business or mailing address of the

bidder and must be signed by him/her with his/her usual signature.

Withdrawal of Bids: Bids already submitted may be withdrawn on the Electronic Bid System or upon proper

identification of bidder and provided request is received prior to time of closing. Negligence on the part of the

bidder in preparing the bid confers no right for the withdrawal after the time set for closing of bids.

Submitting Multiple Bids: The online bid portal will only allow one file to be uploaded per bid, per company.

If you are submitting multiple bids, please complete the Multiple Bids Cover Page and attach as the first page

of your bid upload. The document can be found under Purchasing in the bid portal.

Register Your Company: If a mandatory pre bid meeting is listed, you must be registered in our bid portal for

us to record you as an attendee. If you are not marked as attended, the system will not allow you to upload a

bid response. To receive automatic updates on RFP subscribe to the bid types. If a RFP has a mandatory pre bid

meeting it will be clearly marked on the RFP and in the bid portal.

Please Submit Your Bids Early: In case you have problems getting your bid to upload and need assistance, we

suggest you submit before 1:30 pm. Please contact us at once if you have issues uploading. Our system will not

allow any bids to be uploaded after 2:00 pm. If your pricing changes, you can replace your bid in the system

any time before the 2:00 closing.

Bid Openings: All bids submitted before the specified bid closing time shall be opened and properly recorded

on the bid tabulation sheet. Subsequent to the bid opening, all bids shall be thoroughly evaluated and a

determination made as to their compliance with applicable specifications. The appropriate County department

head shall make this determination. Upon completion of the above determination, an analysis of all bids

submitted shall be prepared and formally presented to the Board of County Commissioners for acceptance and

approval of the lowest and/or best bid. The Board of County Commissioners reserves the right to accept or

reject any and/or all bids and to waive any irregularities or informalities therein.

Notice to Successful Bidders: The successful bidder will be notified by email or telephone as soon as possible

after bids have been opened, tabulated, and analyzed.

Notice to Unsuccessful Bidders: Unsuccessful bidders will not be notified.

Disclosure of Proposal Content and Proprietary Information: All proposals become the property of the

Shawnee County. The Open Records Act (K.S.A. 45-215 et seq) of the State of Kansas requires public

information be placed in the public domain at the conclusion of the selection process, and be available for

examination by all interested parties. No proposals shall be disclosed until after a contract award has been issued.

Shawnee County reserves the right to destroy all proposals if the RFP is withdrawn, a contract award is

withdrawn, or in accordance with Kansas law. The online bid portal will not accept late proposals.

How to include Proprietary Information in your proposal: Trade secrets or proprietary information

legally recognized as such and protected by law may be requested to be withheld if clearly labeled

"Proprietary" on each individual page and provided in a clearly marked and separated with the

Proprietary Divider page, section within the pdf file uploaded to the online bid portal. Only one file is

allowed to be uploaded to the bid portal. Pricing information is not considered proprietary and the

bidder's entire proposal response package will not be considered proprietary.

Proprietary Divider Page: This document is available to be downloaded in the bid portal underneath

the Purchasing section.

All information requested to be handled as "Proprietary" shall be submitted in the separate section from

the main proposal and clearly labeled and section off by the divider page. The bidder shall provide

detailed written documentation justifying why this material should be considered "Proprietary". Shawnee

County reserves the right to accept, amend or deny such requests for maintaining information as

proprietary in accordance with Kansas law.

Shawnee County does not guarantee protection of any information which is not submitted as required.

DEMANDSTAR POSTINGS

Demandstar Website: Shawnee County open projects are posted on Demandstar as a secondary posting.

Demandstar tracks broadcast and plan holder data. Bids must be submitted through the Shawnee County Bid

Portal.

Shawnee County Bid Portal: When an open project is posted, Shawnee County is not able to track who

downloads project information off the bid portal website. Bids must be submitted through the Shawnee

County Bid Portal to be considered. All projects are posted on the County website, not all projects are posted

on the Demandstar website. Registration is free.

TERMS AND CONDITIONS

In the event that goods or services delivered by the vendor are unsatisfactory and remain unsatisfactory after a

notice and an opportunity to correct the deficiencies, the County reserves the right to purchase substitute goods

or services from the other bidders.

Shawnee County reserves the right to negotiate separately with any vendor after the opening of this RFP when

such action is considered in its best interest. Subsequent negotiations may be conducted, but such negotiations

will not constitute acceptance, rejection or a counteroffer on the part of the County.

Shawnee County interprets the term “lowest responsible and best bidder” as requiring Shawnee County to:

A. Choose between the kinds of materials, goods, wares, or services subject to the proposal, and

B. Determine which proposal is most suitable for its intended use or purpose. Shawnee County can consider

among other factors such things as labor cost, service and parts availability and maintenance costs of items

upon which proposals are received. Shawnee County can determine any differences or variations in the

quality or character of the material, goods, wares or services performed or provided by the respective

vendors.

Shawnee County will award the bid. If the successful vendor refuses or fails to make deliveries of the

materials/services within the times specified in the RFP, purchase order or contractual agreement, Shawnee

County may by written notice, terminate the contract OR purchase order. The successful vendor will certify and

warrant that goods, personal property, chattels, and equipment sold and delivered are free and clear of any and

all liens, or claims of liens, for materials or services arising under, and by virtue of the provisions of K.S.A. 58-

201, et seq., and any other lien, right, or claim of any nature or kind whatsoever.

The vendor hereby certifies that he or she has carefully examined all of the documents for the project, has

carefully and thoroughly reviewed this RFP, understands the nature and scope of the work to be done; and that

this proposal is based upon the terms, specifications, requirements and conditions of the RFP, and documents.

The vendor further agrees that the performance time specified is a reasonable time, having carefully considered

the nature and scope for the project as aforesaid.

Shawnee County reserves the right to enter into agreements subject to the provisions of the Cash Basis Law

(K.S.A. 10-1112 and 10-1113), the Budget Law (K.S.A.79-2935). Agreements shall be construed and

interpreted so as to ensure that the County shall at all times stay in conformity with such laws, and as a condition

of agreements the County reserves the right to unilaterally sever, modify, or terminate agreement at any time if,

in the opinion of its legal counsel, the Agreement may be deemed to violate the terms of such law.

The vendor certifies that this proposal is submitted without collusion fraud, or misrepresentation as to other

vendors, so that all proposals for the project will result from free, open, and competitive proposing among all

vendors.

This RFP, responses thereto and any contract documents will be governed by the law of the State of Kansas.

Any dispute arising out of the same will be litigated only within the courts of the State of Kansas.

Vendor agrees that all data, documents, and information, regardless of form that is generated as a result of this

RFP are the property of Shawnee County. The County shall not be liable to reimburse any vendor for the costs

of creating, compiling or delivering the same to the County.

By submission of a response, the proposer agrees that at the time of submittal, it: 1) has no interest (including

financial benefit, commission, finder’s fee, or any other remuneration) and will not acquire any interest, either

direct or indirect, that would conflict in any manner or degree with the performance of proposer’s services, or

2) benefit from an award resulting in a “Conflict of Interest.” A “Conflict of Interest” will include holding or

retaining membership, or employment, on a board, elected office, department, division, or bureau, or committee

sanctioned by and/or governed by the Board of Shawnee County Commissioners of the County of Shawnee,

Kansas. Proposers will identify any interests, and the individuals involved, on separate paper with the response

and will understand that the County may reject their proposal at its sole discretion.

No gifts or gratuities of any kind shall be offered to any County employee at any time.

The Proposer certifies that this proposal is submitted without collusion, fraud, or misrepresentation as to other

Proposers, so that all proposals for the project will result from free, open, and competitive proposing.

The County is exempt from the payment of Federal and excise taxes and from Kansas sales tax.

Vendor credit agreements are prohibited. Unless otherwise stated in this document, payment will be made from

vendor-submitted invoice(s) via ACH (automated clearinghouse network) transfer or credit card, net 30 days.

Shawnee County will not complete any credit application or agree to credit terms supplied by vendor. Shawnee

County prefers to pay its vendor invoices via electronic fund transfers through ACH. To initiate payment of

invoices vendors shall execute the County’s standard ACH Vendor Payment Authorization Agreement which

will be provided upon being awarded the RFP.

Attached is Shawnee County CPA (Contractual Provisions Agreement) which all vendors must be agree to upon

awarded contract.

Nondiscrimination: Shawnee County is committed to the concept of equal employment opportunity. All

bidders and contractors are expected to comply with the provisions of K.S.A. 44-1030 and 44-1031, copies of

which are attached and shall be a part of this contract and other applicable Federal and Kansas laws governing

equal employment opportunity.

In accordance with K.S.A 44-1030, vendor hereby agrees to the following:

A. He or she will observe the provision of the Kansas Commission on Human Rights and will not discriminate

against any person in the performance of work under the present contract because of race, religion, color,

sex, national origin, ancestry, or physical disability.

B. In all solicitations or advertisements for employees, he or she will include the phrase, “Equal Opportunity

Employer”, or a similar phrase to be approved by the Kansas Commission on Human Rights.

C. If he or she fails to comply with the manner in which he or she will be deemed to have breached the present

contract, and it may be canceled, terminated, or suspended, in whole or in part, by Shawnee County, Kansas.

D. If he or she is found guilty of a violation of the Kansas Act Against Human Rights under a decision, or

order of the Kansas Commission on Human Rights which has become final, he or she will be deemed to

have breached the present contract, and it may be canceled, terminated, or suspended, in whole or in part,

by Shawnee County, Kansas; and,

E. He or she will include the provisions of subsections (a) through (d) inclusively of this paragraph in every

subcontract or purchase order so that such provision will be binding upon such subcontractor of vendor.

Provisions of K.S.A. 44-1030 Statute:

Mandatory provisions applicable to contracts of the state and other political subdivisions; cancellation, when;

application to subcontract; non-application to certain contract. (a) Except as provided by subsection (c) of this

session, every contract for or on behalf of the state or any county or municipality or other political subdivision

of the state or any agency of or authority created by any of the foregoing, for the construction, alteration or repair

of any public building or public work or for the acquisition of materials, equipment, supplies or services shall

contain provisions by which the contractor agrees that:

1. The contractor shall observe the provisions of the Kansas act against discrimination and shall not

discriminate against any person in the performance of work under the present contract because of race,

religion, color, sex physical handicap unrelated to such person’s ability to engage in the particular work,

national origin or ancestry.

Commodity Codes

• NAICS 337910Mattress Manufacturing

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