Audio Equipment; ITB 019-026

INVITATION TO BID
"ITB"
Notice is hereby given that the LIBERTY PUBLIC SCHOOL DISTRICT, LIBERTY, MISSOURI, requests
written, sealed bids on the items specified on the attached sheet(s).
DESCRIPTION OF BID ITEMS
DATE: JUNE 9, 2026
BID NUMBER: ITB 019-026
BID TITLE: AUDIO EQUIPMENT
BIDS MUST be received on or before JUNE 25, 2026 at 2:00 PM CST
BIDS MUST BE MAILED TO: Rachel Naumann, Purchasing Manager
Liberty Public School District 53
1142 Southview Dr
Liberty, MO 64068
816-736-5350
All questions, requests for information or clarification pertaining to this bid must be submitted in writing to Rachel
Naumann at Rachel.Naumann@lps53.org.
The District reserves the right to accept or reject all or any part of any quote/proposal/bid, to waive technicalities,
and to accept the offer that the District considers to be the most advantageous.
All supporting bid documents such as addenda, tabulation sheets, notices of action and/or notices of award will be posted
on the website the District's website at https://www.lps53.org/Page/1563. It is the responsibility of the bidder to monitor
the website for all information regarding this bid or any upcoming bids/proposals.
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BID IDENTIFICATION LABEL
NOTICE TO ALL RESPONDENTS
For your convenience, the label below has been provided to properly identify your proposal submittal. Place your bid
in a sealed envelope, type or print company name and address in area provided below and affix the label on the outer
surface of the envelope or package.
The Liberty Public School District 53, Distribution Center (DC) is a controlled access building. All visitors are required
to use the phone at the front entrance to gain access. If you are hand delivering a proposal, notify the Purchasing
Department that you have a proposal to deliver via the CALL button found on the main entry vestibule keypad. A
record of all deliveries and delivery times will be documented in the Purchasing Department.
PLEASE FILL OUT THE LABEL BELOW AND ATTACH IT TO THE OUTSIDE OF YOUR REPLY
ENVELOPE.
DO NOT OPEN - SEALED BID - DO NOT OPEN
BID #: ITB 019-026, TITLE: AUDIO EQUIPMENT
BID DUE BY: JUNE 25, 2026, at 2:00 PM CST
FROM: _____________________________________________________
_____________________________________________________
_____________________________________________________
DELIVER TO: LIBERTY PUBLIC SCHOOL DISTRICT
PURCHASING DEPARTMENT
ATTN: RACHEL NAUMANN
1142 SOUTHVIEW DR
LIBERTY, MO 64068
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BID INSTRUCTIONS
PURPOSE
The purpose of this ITB is to establish an agreement for the purchase, delivery, and installation of audio equipment at
multiple district sites, as specified herein.
CALENDAR OF EVENTS
Tuesday, June 9, 2026 Bid Release Date
Friday, June 19, 2026 Question Deadline - 3:00 PM CST
Thursday, June 25, 2026 Submittal of Bid Deadline - 2:00 PM CST
Tuesday, July 21, 2026 BOE Recommendation for Award
Wednesday, July 22, 2026 Vendor Award Notification
CLARIFICATION DEADLINE
The Vendor is presumed to completely accept the Bid requirements as stated herein. Bidders having questions
concerning ITB terminology, general or specific conditions should submit them in writing to the Purchasing Manager
at Rachel.Naumann@lps53.org.
The Vendor must raise any questions regarding the Bid requirements no later than Friday, June 19, 2026, at
3:00 PM CST so that appropriate information may be researched and made available prior to the bid opening.
By submitting a bid, the bidder warrants that he/she is fully satisfied that these specifications, as amended if applicable,
accurately describe or indicate that all conditions, site or otherwise, have been considered in determining the bid
price(s). There will be no increase in the contract price based upon a bidder's misunderstanding or lack of knowledge
about the intent of the solicitation. In addition, the vendor must list and outline, in their bid response, any exceptions
to the Bid requirements. The timeliness, nature and number of the exceptions taken by the Vendor are among the
factors that the District will consider in selecting the successful Vendor.
BONDING
A Payment Bond will be required from any vendor that submits a total bid proposal in excess of $50,000. The
undersigned Bidder agrees to furnish a Payment Bond in the amount of 100% of the total contract value prior to
execution of the formal service contract, agreement or issuance of an official district purchase order.
SPECIAL REQUIREMENTS
One original proposal clearly marked "Original." The complete Bid Response should be sealed in an envelope or box
for delivery to the Purchasing Office of Liberty Public Schools.
The District may occasionally submit more than one separately numbered proposal packet to you in a single envelope.
Please be aware that you must return separately numbered proposals to the District in separate envelopes. Multiple
options within the same proposal may, however, be submitted together.
ADDENDA
All changes, additions, and/or clarifications in connection with this Bid will be issued by the Purchasing Office in the
form of a written addendum. Signed acknowledgement of receipt of each addendum must be submitted with the Bid
(see "Bid Response Form"). Verbal responses and/or representations shall not be binding.
BID CONTENTS AND SUBMISSION
Bids shall include the following information:
A. A completed Bid Response Form, found on pages 31-33 of this Invitation to Bid.
B. A completed list of References, found on page 30 of this Invitation to Bid.
Vendors must use the Bid Response Form provided for the purpose of submitting quotes and must acknowledge any
addenda, give the unit price, extend totals, references, and sign the response form as required in each specific instance.
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Vendors can find a copy of the District Services Contract included on pages 8-19. The contract is for reference only
and is not required for bid submission; a signed contract with all required forms will be required only of the awarded
Vendor. If the Vendor does not care to quote, we request that the No Bid Response Form be returned and the reason
noted.
EVALUATION
In evaluating any aspect of the Response, the District may consider previous dealings with the Vendor, references
from the Vendor's customers, inspections of other Supplies, Equipment or Services provided by the Vendor, and any
other information the District obtains regarding the Vendor, or that the District deems relevant.
1. Responsive responses from Vendors will be evaluated on the basis of criteria that include the following:
a. Overall cost to the District, whether direct or indirect.
b. Delivery and/or lead-time required for receipt of goods/services.
c. Completed required forms and ability to meet the requirements of the attached service contract.
2. The timeliness, nature and number of any exceptions taken by the Vendor to the Bid will be considered by the
District in evaluating a Response. Any one of these criteria alone, or in combination, may provide a basis for
not accepting the Vendor's Response.
3. A responsible vendor is one who, in the opinion of the District, possesses the skill, experience, ability, integrity,
financial and other resources necessary for providing the supplies, equipment, and/or services. In evaluating
a Vendor's responsibility, or in evaluating any other aspect of the Response, the District may consider previous
dealing with the District, references from the Vendor's customers, inspections of other supplies, equipment,
and/or services supplied by the vendor, and may other information the District obtains regarding the Vendor
or that the District deems relevant.
SUPPLEMENTAL MATERIALS
Vendors are responsible for including all pertinent product data in the returned proposal package. Literature,
brochures, data sheets, specification information, completed forms requested as part of the proposal package and any
other facts which may affect the evaluation and subsequent contract award should be included.
Materials such as legal documents and contractual agreements, which the vendor wishes to include as a condition of
the proposal, must also be in the returned bid package. Failure to include all necessary and proper supplemental
materials may be cause to reject the entire proposal.
TIME OF COMPLETION
Delivery and installation are desired prior to August 14, 2026, or during the week of August 24-28, 2026, if equipment
lead times allow. Bidders will be asked to estimate lead times on the Bid Response Form and final installation
appointments will be scheduled in advance with Steffen Edwards, Fine Arts Technician.
BID EXPIRATION
All bids shall be considered as firm for a period of sixty (60) calendar days, commencing the date and time of the bid
closing and expiring at 3:00 PM CST of the last day. Please note on the any deviations to this requirement.
DISTRICT OPTION
A. Select more than one successful Bidder based on price break(s).
B. During the term of this Bid, the District reserves the right to purchase, from the accepted Bidder,
additional products, equipment or services at the herein proposed Bid price.
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C. The District does not guarantee that any minimum quantity will be purchased from the successful Bidder during the
term of this Bid.
BID OPENING
The proposal/bid contents and any modifications shall be returned in a sealed envelope addressed to the Purchasing
Department, Distribution Center, 1142 Southview Dr, Liberty, Missouri, 64068. The Bid number and Bid Opening
date shall be shown on the face of the envelope, and must be labeled with the vendor's name. Facsimile telegraph
Bids will not be considered. Bids may be modified if sent in a sealed envelope, marked "Revised Bid", and be in the
possession of the Purchasing Director by the Bid opening date and time. All prospective Bidders will utilize the
attached Bid Form.
Any bid proposal(s) delivered prior to the bid proposal due date must be delivered between the operational
hours of 8:00 AM and 3:00 PM CST, Monday through Friday. This excludes major holidays. This is to ensure
that Purchasing Department staff is on hand an available to accept bid proposal prior to the official due date and time.
BID REJECTION
The District reserves the right to accept or reject all or any part of any quote, to waive technicalities, and to accept
the offer that the District considers to be the most advantageous.
ACCEPTANCE OF BIDS:
The District reserves the right to accept the Bid that, in its judgment, is the lowest and/or best Bid.
The delivery date(s) or dates when work will start shall be stated in definite terms, as they will be taken into
consideration when making the award.
LATE BIDS
Bids received after the date and time of the Bid opening stated herein shall not be considered and will be returned
unopened.
MISTAKE IN BIDS
If the respondent discovers a mistake in Bid prior to the date and time specified for the Bid opening, he or she may
correct the mistake by modifying or withdrawing the Bid. If the apparent low and best Bidder discovers a mistake in
Bid of a serious and significant nature which is unfavorable to him or her prior to the issuance of a purchase order or
a contract, he or she may request consideration be given to modifying the Bid if he or she remains the lowest Bidder
or to withdrawing the Bid if the result of the correction of the mistake makes another Bidder lowest and best Bidder.
The mistake must be evident and provable. A mistake in Bid cannot be considered once a purchase order or contract
is issued.
NEGOTIATION
A. The District reserves the right to award a contract based on the initial Responses received, without engaging
in discussions or negotiations. Accordingly, a Vendor should submit its initial Bid on the most favorable terms
possible to the District. However, should only one Bid be received by the District, the District may, but is not
obligated to, conduct negotiations with this vendor whose Response, in the opinion of the District, is
competitive or may best meet the needs of the District.
B. The District may, but is not obligated to, seek clarification of a Response submitted by a Vendor.
C. If the District chooses to negotiate, negotiation may involve any issue bearing on the Response and may take
place after submission of Response and before an award is made. The District reserves the right to follow
negotiations with a request for submission of a best and final Response.
AWARD OF THE CONTRACT
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After the Bids have been opened and duly considered, the lowest and/or best Bid shall be submitted to the Liberty
Public School District 53 Board of Education for formal approval. After approval by the District Board of Education,
the Purchasing Director will notify, in writing, the successful Bidder. An approved Bid award by the Board of
Education shall constitute the District's official award of the Bid. A written contract, or purchase order, noting the
terms and conditions of this bid will be executed before "Notice to Proceed" is given. Vendors with standardized
contracts should submit them with the Bid Response.
PREVAILING WAGE PROJECT
This is a prevailing wage solicitation. Not less than the prevailing hourly rate of wages, as set out in the wage order attached
to and made part of the specification for work under the contract, shall be paid to all workers performing under this contract.
(Section 290.250, RSMo).
The contractor will be held responsible for paying the prevailing wages and it is imperative that all contractors familiarize
themselves with the current wage rates before submitting bids based on these specifications herein. The contractor will
forfeit a penalty to the contracting public body of $100 per day (or a portion of a day) for each worker that is paid less than
the prevailing rate for any work done under the contract by the contractor or any subcontractors (Section 290.250, RSMo).
The Contractor and all subcontractors to the contract must require all on-site employees to complete the ten-hour safety
training program required under Section 292.675, RSMo, unless they have previously completed the program and have
documentation of having done so.
The contractor will forfeit a penalty to the contracting public body of $2500 plus an additional $100 for each employee
employed by the contractor or subcontractor, for each calendar day, or portion thereof, such employee is employed without
the required training (Section 292.675, RSMo).
A legible list of all prevailing wage rates must remain posted in a prominent and easily accessible place at the worksite by
each contractor and subcontractor on the project. The notice must be posted during the full time that any worker is employed
on the job (Section 290.265, RSMo).
During periods of excessive employment (any month immediately following two consecutive calendar months during which
the level of unemployment in the state has exceeded five percent as measured by the United States Bureau of Labor
Statistics) only Missouri laborers (persons who have resided in Missouri for at least thirty days and intend to become or
remain Missouri residents) and laborers from non-restrictive states persons who are residents of a state which has not enacted
state laws restricting Missouri laborers from working on public works projects in that state, (as determined by the Labor
and industrial Relations Commission) may be employed under the contract, except that other laborers may be used when
Missouri laborers or laborers from nonrestrictive states are not available, or are incapable of performing the particular type
of work involved, if so certified by the contractor and approved by the contracting officer.
Every transient employer, as defined in section 285.230 RSMo, enclosed in the laws section, must post in a prominent and
easily accessible place at work site a clearly legible copy of the following: (1) The notice of registration for employer
withholding issued to such transient employer by the director of revenue; (2) Proof of coverage for workers' compensation
insurance or self-insurance signed by the transient employer and verified by the department of revenue through records of
the division of workers' compensation; and (3) The notice of registration for unemployment insurance issued to such
transient employer by the division of employment security. Any transient employer failing to comply with these
requirements shall, under section 285.234 RSMo, enclosed in the laws section, be liable for a penalty of five hundred dollars
per day until the notices required by this section are posted as required by that statute.
The awarded contractor must provide certified payroll for themselves and any sub-contractors throughout the duration of
work and prior to final payment being made (290.290, RSMo).
At the completion of this project and prior to a final payment being made, the contractor must submit an "Affidavit of
Compliance" for PW-4 with the Liberty Public School District. The affidavit must state the party has fully complied with
Missouri Prevailing Wage Law, and the public body must verify that the correct wages were paid. No payment can be
legally made by the public body to the contractor(s) until the affidavit is filed in proper form and order with the public body
(Section 290.290 and 290.325, RSMo).
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All contractors must report to the Liberty Public School District if a wage subsidy, bid supplement, or rebate was provided,
and if so, if it was provided lawfully. The amount and date of each subsidy, supplement or rebate must be reported to the
Liberty Public School District within 30 days of receipt of payment (Section 290.095, RSMo).
Missouri Prevailing Wage Order for this Project - Wage Order No. 33
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SERVICE CONTRACT
Below is the formal service contract, which includes all governing terms and conditions, that shall be dually executed between
the District and awarded Vendor upon formal award of service by the District Board of Education. All materials such as legal
documents and contractual agreements, which the vendor wishes to include as a condition of the proposal, must also be included
within the returned proposal package for review by District.
MASTER SERVICES CONTRACT
Between
LIBERTY PUBLIC SCHOOL DISTRICT #53
and
CONTRACTOR
Contract No. ________________________
THIS CONTRACT SHALL BE BINDING ON THE DISTRICT ONLY IF IT IS APPROVED BY THE BOARD OF
EDUCATION AND SIGNED BY AN AUTHORIZED REPRESENTATIVE OF THE DISTRICT
This Services Contract ("Contract") is made by and between the Liberty Public School District #53, Liberty, MO 64068
("LPS" or "Liberty Schools") and CONTRACTOR ("Contractor"). The parties agree as follows:
CONTRACTOR DATA
Contractor Name: __________________________________________________________________________________
Representative's Name: _____________________________________________________________________________
Address: _________________________________________________________________________________________
City, State, Zip: ___________________________________________________________________________________
Telephone: __________________________
Email: ___________________________________________________________________________________________
Contractor must submit a completed "Request for Taxpayer Identification Number and Certification" (Form W-9) with this
signed contract. Payment information will be reported to the Internal Revenue Services under the name and TIN or SSN,
whichever is applicable, provided by Contractor. Contractor certifies under penalty of perjury that Contractor is a
___ Sole Proprietor ___ Corporation ___ Limited Liability Company
___ Partnership ___ Nonprofit Corporation ___ Other (describe: ________________________)
District Point of Contact: ______________________________________
Name of Building or Department: _________________________________________
Address: _________________________________________________________________________________
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*All information in this contract is subject to public records law. Please contact the District Point of Contact listed
above if you have any questions.
TERMS AND CONDITIONS
1. Purpose. This contract is for services other than (a) personal services or (b) architecture, engineering, or related
services.
2. Term and Termination. This contract becomes effective on _______________ or the date on which the Contract is
fully executed by both parties, whichever is later. No party shall perform work under this Contract before the
effective date. An email notification with a copy of the fully executed contract will be sent to the Contractor email
listed above upon execution. At that time, work under the contract may begin.
Unless earlier terminated as provided below, this Contract shall continue through;
Check if applicable:
___ As provided for in __________________ (enter RFP/ITB/QUOTES solicitation number, e.g. RFP 010-018), this
Contract may be renewed for up to ______________ (e.g. four additional one-year terms) by amendment signed by
both parties.
3. Cooperative Purchasing Option. At the discretion of the Contractor and pursuant to District policy, purchasing
procedures, other public agencies may purchase the awarded goods and services from the awarded Contractor(s), under
terms and conditions of this contract.
Any such purchases will be between the Contractor and the participating public agency under separate contract and will
not impact the Contractor's obligations to the District. Any estimated purchase volumes listed in this Contract do not
include other public agencies and the District makes no guarantee as to their participation.
4. Detailed Description of Services/Statement of Work. Contractor shall provide the services described in Exhibit A
(Statement of Work).
5. Contract Documents. This Contract consists of these Terms and Conditions and the documents listed below in
descending order of precedence. A conflict in these documents shall be resolved in the priority listed below with these
Terms and Conditions taking precedence over all other documents. The Exhibits to this Contract include the following
documents.
Exhibit A (Statement of Work)
o
Exhibit B (Felony Conviction Notification Form)
o
Exhibit C (Federal Work Authorization Program Affidavit Form)
o
Exhibit D (Federal Work Authorization Program ("E-Verify) Addendum Form
o
6. Maximum Total Payment; Invoicing. The maximum total payment under this Contract is $__________________;
This is a not-to-exceed amount, and the District will not pay more than this amount unless specifically agreed to in an
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amendment executed by the parties. Contractor shall invoice District, and District shall pay Contractor as described in
Exhibit A. In all cases, District reserves the right to withhold payments to Contractor for amounts reasonable and
sufficient to (a) cover District's costs in processing invoices more than 60 days late and (b) protect the District from
any loss, damage, or claim which may result from Contractor's failure to perform in accordance with the terms of the
Contract or failure to make proper payment to suppliers or subcontractors.
7. Other Payment Issues.
a. Method of Payment: Unless otherwise specified in Exhibit A, District shall pay Contractor net 45 days upon invoice
approval and work acceptance.
b. Payment on Early Termination: Upon termination pursuant to Section 15 (Early Termination), District shall pay
Contractor as follows:
i. If District terminates this Contract for its convenience under Section 15 (a) or 15 (b), then District must pay
Contractor for work performed before the termination date if and only if Contractor performed in accordance
with this Contract. District shall not be liable for any direct, indirect, or consequential damages.
Termination by District shall not constitute a waiver of any other claim District may have against Contractor.
ii. If Contractor terminates this Contract under Section 15 (c) or 15 (d) due to Contractor's breach, then District
must pay Contractor for work performed before the termination date if and only if Contractor performed in
accordance with this Contract.
iii. If District terminates this Contract under Sections 15 (c) or 15 (d) due to Contractor's breach, then District
must pay Contractor for work performed before the termination date less any setoff to which District is
entitled and if and only if Contractor performed such work in accordance with this Contract.
c. Non-Appropriation; Adequate Funding: District is prohibited from contracting for services for which it has not
received appropriated funds. If payment for work under this Contract extends into District's next fiscal year,
District's obligation to pay for such work shall be subject to approval for future School Board appropriations to fund
this Contract. Moreover, continuation of this Contract at specified levels is specifically conditioned on adequate
funding under the District's budget adopted in June of each year. District reserves the right to adjust the level of
services provided for in this Contract in accordance with the funding levels adopted by its Board of Education.
8. Cost Adjustments. Both parties agree that contracted prices shall be fixed for the first 12 months of this Contract.
Contractor must submit to District any proposed cost adjustments at least 60 days before the proposed effective date of
such increases with a detailed explanation for each adjustment. District reserves the right to reject any changes to this
Contract it deems unacceptable.
9. Independent Contractor Status: By its signature on this contract, Contractor certifies that the service or services to
be performed under this Contract are those of an independent contractor. And that Contractor is solely responsible for
the work performed under this Contract. Contractor represents and warrants that Contractor, its subcontractors,
employees, and agents are not "officers, agents, or employees" of the District.
10. Subcontracts and Assignment. Contractor shall not subcontract, assign, delegate, or transfer any of its duties, rights,
or interests under this Contract without the prior written consent of District. District may withhold such consent for
any or no reason. If District consents to an assignment or subcontract, then in addition to any other provisions of this
Contract, Contractor shall require any permitted subcontractor to be bound by all the terms and conditions of this
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