Cremation Services

REQUEST FOR BID

RFB #26-0086

CREMATION SERVICES

September 15, 2026

Sedgwick County, Kansas (hereinafter referred to as "county") is seeking bids for cremation services. If your firm is interested in submitting a response, please do so in accordance with the instructions contained within the attached Request for Bid. Responses are due no later than 1:45 pm CDT, October 6, 2026.

All contact concerning this solicitation shall be made through the Purchasing Department. Bidders shall not contact county employees, department heads, using agencies, evaluation committee members or elected officials with questions or any other concerns about the solicitation. Questions, clarifications and concerns shall be submitted to the Purchasing Department in writing. Failure to comply with these guidelines may disqualify the Bidder's response.

Sincerely,

Jaimee O'Laughlin

Jaimee O'Laughlin

Purchasing Agent

JO/ch

Table of Contents

Purpose

Submittals

Scope of Work

Sedgwick County's Responsibilities

Bid Terms

Questions and Contact Information

Minimum Firm Qualifications

Evaluation Criteria

Request for Bid Timeline

Contract Period and Payment Terms

Insurance Requirements

Indemnification

Confidential Matters and Data Ownership

Bid Conditions

Required Response Content

Response Form

Pricing Sheet

Purpose

Sedgwick County, located in south-central Kansas, is one of the most populous of Kansas' 105 counties with a population estimated at more than 535,000 people. It is the 16th largest in area, with 1,008 square miles, and reportedly has the second highest per capita wealth among Kansas' counties. Organizationally, the County is a Commission/Manager entity, employs over 3,000 people, and hosts or provides a full range of municipal services, e.g. - public safety, public works, criminal justice, recreation, entertainment, cultural, human/social, and education.

Sedgwick County is seeking bids for cremation services in accordance with the specifications outlined, for Sedgwick County Regional Forensic Science Center.

Submittals

Carefully review this Request for Bid. It provides specific technical information necessary to aid participating firms in formulating a thorough response. Should you elect to participate with an electronic response, the RFB number must be entered in the subject line and email the entire document with supplementary materials to:

SUBMITTALS are due NO LATER THAN 1:45 pm CDT, TUESDAY, October 6, 2026. If there is any difficulty submitting a response electronically, please contact the Purchasing Technicians at for assistance. Late or incomplete responses will not be accepted and will not receive consideration for final award.

Bid responses will be acknowledged and read into record at Bid Opening, which will occur at 3:00 pm CDT, on the due date. We will continue to have Bid Openings for the items listed currently. If you would like to listen in as these bids are read into the record, please dial our Meet Me line @ (316) 660-7271 at 3:00 pm.

Scope of Work

Cremation services will be provided for unclaimed human remains of individuals who died in Sedgwick County. A decedent shall be considered unclaimed if no legal next of kin, family members, or responsible party can be identified and/or are willing to claim the body following a diligent search. In addition, human remains are considered unclaimed if a decision for disposition cannot be reached by any legal next of kin, family members, or responsible party within a timeframe deemed reasonable by the District Coroner. In 2025, Sedgwick County provided cremation for 74 unclaimed human remains.

Sedgwick County's Responsibilities

Provide information, as legally allowed, in possession of the county, which relates to the county's requirements or which is relevant to this project.

Designate a person to act as the County Contract Manager with respect to the work to be performed under this contract.

County reserves the right to make inspections at various points of the project. Contractor agrees to openly participate in said inspections and provide information to the county on the progress, expected completion date and any unforeseen or unexpected complications in the project.

Bid Terms

Questions and Contact Information

Any questions regarding this document must be submitted via email to Jaimee O'Laughlin at Jaimee.O'Laughlin@sedgwick.gov by 5:00 pm CDT, September 22, 2026. Any questions of a substantive nature will be answered in written form as an addendum and posted on the purchasing website at under the Documents column associated with this bid number by 5:00 pm CDT, September 29, 2026. Firms are responsible for checking the website and acknowledging any addenda on their bid response form.

This section lists the criteria to be considered in evaluating the ability of firms interested in providing the service(s) and/or product(s) specified in this Request for Bid. Firms must meet or exceed these qualifications to be considered for award. Bids submitted must reflect in detail their inclusion as well as the degree to which they can be provided. Any exceptions to the requirements listed should be clearly detailed in proposer's response.

Bidders shall:

Have proper certification(s) or license(s) for the services/product specified in this document.

Ensure that project work meets all local, state and federal laws, regulations and ordinances.

Have the capacity to acquire all required permits, bonds, escrows or insurances.

Provide appropriate project supervision and quality control procedures.

Have appropriate material, equipment and labor to perform job safely and efficiently. All costs associated with meeting this requirement will be the sole responsibility of the vendor.

Have the capability to provide complete and proper cremation services.

Assume responsibility and provide transportation for deceased unclaimed persons within 48 hours after being notified by the Sedgwick County Regional Forensic Science Center of availability.

Provide complete cremation services within 72 hours after receipt of deceased unclaimed persons.

Provide services for all deceased unclaimed persons designated by the County without regard to: race, color, creed, sex, previous medical condition, religion, age, or any other designation which may constitute discrimination on the part of the successful firm.

Provide appropriate storage container for the cremated remains; maintaining and storing the cremains in a proper and respectful manner. When a temporary container is used to store or release the cremated remains, that container shall be, at a minimum, a cardboard box with all seams taped closed to increase the security and integrity of that container. The outside of the container shall be clearly identified with the name of the crematory and an indication that the container is a temporary container.

Provide assurances that cremated remains will not be co-mingled. The simultaneous cremation of more than one dead human body within the same cremation chamber is prohibited without specific written authorization to do so from the District Coroner or his/her designee for the dead human bodies to be so cremated.

The crematory shall maintain an identification system that will ensure that the cremated remains can be identified throughout all phases of the cremation process.

Provide an annual inventory of all cremains being stored; included, but not limited to, decedent's name, date of birth, date of death, age, Sedgwick County case number, and date of cremation.

Agree to allow county access to vendor's facility during normal business hours for the purpose of inspecting and verifying inventory of cremains stored for county.

Must be a Kansas licensed funeral home and provide a copy of valid license with the response to this Request for Bid.

Must have a Kansas crematory license, or provide the crematory license of the establishment providing the trade cremation and must include a copy of valid license with the response to this Request for Bid.

Must have a Kansas crematory operator's license, or provide the license of the person/s providing the trade cremations and must include a copy of valid license with the response to this Request for Bid.

Store cremains in a secure building throughout the term of the agreement. Deliver any portion of cremains and associated property upon request. Deliver all cremains upon termination or fulfillment of the contract to the Regional Forensic Science Center. An agreed upon date and time will be mutually decided when the contract is fulfilled or terminated.

Operate in compliance with all applicable local and state laws, building and zoning codes, ordinances, and environmental standards.

Submit background check applications and proof of valid Kansas driver's license for all existing employees in response to this Request for Bid, and submit the same for any new employees throughout the term of the contract. Make employees available for access card issuance and security training. It is the responsibility of the firm to require that any and all approved subcontractors meet the requirements for background check and building access requirements.

An award will be made to the lowest responsible and responsive bidder.

Request for Bid Timeline

The following dates are provided for information purposes and are subject to change without notice. Contact the Purchasing Department at (316) 660-7255 to confirm any and all dates.

Contract Period and Payment Terms

A contractual period will begin following Board of County Commissioners (BoCC) approval of the successful firm(s) for three (3) years with two (2) one (1) year options to renew.

County may cancel its obligations herein upon thirty-day (30) prior written notice to the other party. It is understood that funding may cease or be reduced at any time, and in the event that adequate funds are not available to meet the obligations hereunder, either party reserves the right to terminate this agreement upon thirty (30) days prior written notice to the other. Payment will be remitted following receipt of monthly detailed invoice.

Payment and Invoice Provisions

Insurance Requirements

Liability insurance coverage indicated below must be considered as primary and not as excess insurance. If required, firm's professional liability/errors and omissions insurance shall (i) have a policy retroactive date prior to the date any professional services are provided for this project, and (ii) be maintained for a minimum of three (3) years past completion of the project. Firm shall furnish a certificate evidencing such coverage, with County listed as an additional insured including both ongoing and completed operations, except for professional liability, workers' compensation and employer's liability. Certificate shall be provided prior to award of contract. Certificate shall remain in force during the duration of the project/services and will not be canceled, reduced, modified, limited, or restricted until thirty (30) days after county receives written notice of such change. All insurance must be with an insurance company with a minimum BEST rating of A-VIII and licensed to do business in the State of Kansas (must be acknowledged on the bid/proposal response form).

NOTE: If any insurance is subject to a deductible or self-insured retention, written disclosure must be included in your proposal response and also be noted on the certificate of insurance. It is the responsibility of the firm to require that any and all approved subcontractors meet the minimum insurance requirements.

Workers' Compensation:

Applicable coverage per State Statutes

Employer's Liability Insurance: $500,000.00

Commercial General Liability Insurance (on form CG 00 01 04 13 or its equivalent):

Each Occurrence $1,000,000.00

General Aggregate, per project $2,000,000.00

Personal Injury $1,000,000.00

Products and Completed Operations Aggregate $2,000,000.00

Automobile Liability:

Combined single limit $500,000.00

Umbrella Liability:

Following form for both the general liability and automobile

__X__ Required / ____ Not Required

Each Claim $1,000,000.00

Aggregate $1,000,000.00

Professional Liability/ Errors & Omissions Insurance:

__X__ Required / ____ Not Required

Each Claim $1,000,000.00

Aggregate $1,000,000.00

Pollution Liability Insurance:

__X__ Required / ____ Not Required

Each Claim $1,000,000.00

Aggregate $1,000,000.00

Special Risks or Circumstances:

Entity reserves the right to modify, by written contract, these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.

IF CONTRACTOR IS PROVIDING CONSTRUCTION SERVICES:

In addition to the above coverages, Contractor shall also provide the following:

Builder's Risk Insurance:

In the amount of the initial Contract Sum, plus the value of subsequent modifications and cost of materials supplied and installed by others, comprising the total value for the entire Project on a replacement cost basis without optional deductibles. Entity, Contractor, and all Subcontractors shall be included as named insureds.

To the fullest extent of the law, the provider, its subcontractor, agents, servants, officers or employees shall indemnify and hold harmless Sedgwick County, including, but not limited to, its elected and appointed officials, officers, employees and agents, from any and all claims brought by any person or entity whatsoever, arising from any act, error, or omission of the provider during the provider's performance of the agreement or any other agreements of the provider entered into by reason thereof. The provider shall indemnify and defend Sedgwick County, including, but not limited to, its elected and appointed officials, officers, employees and agents, with respect to any claim arising, or alleged to have arisen from negligence, and/or willful, wanton or reckless acts or omissions of the provider, its subcontractor, agents, servants, officers, or employees and any and all losses or liabilities resulting from any such claims, including, but not limited to, damage awards, costs and reasonable attorney's fees. This indemnification shall not be affected by any other portions of the agreement relating to insurance requirements. The provider agrees that it will procure and keep in force at all times at its own expense insurance in accordance with these specifications.

Confidential Matters and Data Ownership

The successful bidder agrees all data, records and information, which the bidder, its agents and employees, which is the subject of this bid, obtain access, remains at all times exclusively the property of Sedgwick County. The successful proposer agrees all such data, records, plans and information constitutes at all times proprietary information of Sedgwick County. The successful bidder agrees that it will not disclose, provide, or make available any of such proprietary information in any form to any person or entity. In addition, the successful proposer agrees it will not use any names or addresses contained in such data, records, plans and information for the purpose of selling or offering for sale any property or service to any person or entity who resides at any address in such data. In addition, the successful proposer agrees it will not sell, give or otherwise make available to any person or entity any names or addresses contained in or derived from such data, records and information for the purpose of allowing such person to sell or offer for sale any property or service to any person or entity named in such data. Successful bidder agrees it will take all reasonable steps and the same protective precautions to protect Sedgwick County's proprietary information from disclosure to third parties as with successful proposer's own proprietary and confidential information. Proposer agrees that all data, regardless of form that is generated as a result of this Request for Bid is the property of Sedgwick County.

Bid Conditions

Sample Contract

Contract Provisions for FEMA Projects (If Applicable)

Suspension and Debarment

Protest Procedure

Any protests and/or challenges to the bid process must be filed timely and pursuant to Sedgwick County's protest procedure.

Bid response should include the following:

Any exclusions clearly delineated.

Sample invoice (where applicable).

Completed and signed Bid Response Form.

Proof of insurance.

Completed background check forms for all employees.

Copy of valid driver's license for all employees (front side only).

Those responses that do not include all required forms/items may be deemed non-responsive.

Response Form

REQUEST FOR BID

RFB #26-0086

CREMATION SERVICES

The undersigned, on behalf of the Bidder, certifies that: (1) this offer is made without previous understanding, agreement or connection with any person, firm, or corporation submitting a bid on the same project; (2) is in all respects fair and without collusion or fraud; (3) the person whose signature appears below is legally empowered to bind the firm in whose name the bidder is entered;

(4) they have read the complete Request for Bid and understands all provisions; (5) if accepted by the County, this bid is guaranteed as written and amended and will be implemented as stated; and (6) mistakes in writing of the submitted bid will be their responsibility.

NAME _________________________________________________________________________________________________

DBA/SAME_____________________________________________________________________________________________

CONTACT _____________________________________________________________________________________________

ADDRESS ____ CITY/STATE _________________ZIP ________________

PHONE FAX HOURS_______________________

STATE OF INCORPORATION or ORGANIZATION ________________________________________________________

COMPANY WEBSITE ADDRESS E-MAIL ___________________________________

NUMBER OF LOCATIONS ________________ NUMBER OF PERSONS EMPLOYED__________________

TYPE OF ORGANIZATION: Public Corporation ________ Private Corporation________ Sole Proprietorship _______

Partnership_______ Other (Describe): ______________________________________________________________________

BUSINESS MODEL: Small Business _____ Manufacturer _____ Distributor ______ Retail ________

Dealer _____ Other (Describe): __________________________________________________________________________

Not a Minority-Owned Business: ____ Minority-Owned Business: ____ (Specify Below)

___ African American (05) ___ Asian Pacific (10) ___ Subcontinent Asian (15) ___ Hispanic (20)

___ Native American (25) ___Other (30) (Please specify____________________________________________________)

Not a Woman-Owned Business: ____ Woman-Owned Business: ____ (Specify Below)

___ Not Minority -Woman Owned (50) ___ African American-Woman Owned (55)

___ Asian Pacific-Woman Owned (60) ___Subcontinent Asian-Woman Owned (65) ___Hispanic Woman Owned (70)

___ Native American-Woman Owned (75) ___Other (Woman Owned) (80) Please specify_____________________________

ARE YOU REGISTERED TO DO BUSINESS IN THE STATE OF KS: ______Yes ______No

UEI (UNIQUE ENTITY IDENTIFIER) NO.________________________________________________________________

INSURANCE REGISTERED IN THE STATE OF KS WITH MINIMUM BEST RATING OF A-VIII: ______Yes ______No

Yes, I would like to be on the emergency vendor list.

No, I would not like to be on the emergency vendor list.

After Hours Phone #:____________ Emergency Contact Name:_______________________ After Hours Fax #:_____________

ACKNOWLEDGE RECEIPT OF ADDENDA: All addendum(s) are posted to our RFB/RFP web page and it is the vendor's responsibility to check and confirm all addendum(s) related to this document by going to

.

NO.______, DATED ______________; NO.______, DATED_____________; NO.______, DATED______________

In submitting a response to this document, vendor acknowledges acceptance of all sections of the entire document and has clearly delineated and detailed any exceptions.

Signature____________________________________________ Title_____________________________________

Print Name___________________________________________ Dated ___________________________________

Response Form (Page 2)

REQUEST FOR BID

RFB #26-0086

CREMATION SERVICES

Consistent with the guidance provided in Section 1 of this Request for Bid, Sedgwick County is subject to the Kansas Open Records Act (K.S.A. 45-215 et seq.). As such, portions, and potentially all, of your proposal may become accessible to the public through records requests even if it is not awarded the contract.

If you are claiming some of the submitted documentation should not be disclosed, indicate the associated information and the basis for such claims of privilege in the spaces below. In the event records requests are submitted for information identified as privileged, proprietary or confidential, Sedgwick County may attempt to coordinate a response and would expect for you to be available to defend your claims in court. Failure to provide information in the spaces below shall constitute a waiver of any claims of violation of privileged, proprietary or confidential information resulting from the production of these records, regardless of other language or claims within your Response.

PRIVILEGE LOG

Page and/or Section of Information Not Subject to Disclosure:

__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Description of Information that You Claim are Privileged or Confidential. Do not include specific details, but rather categories or general descriptions of the information in question.

__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Basis for the Claim of Privilege. Please include the Applicable Federal or State Law Cite and Rationale.

__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Pricing Sheet

BID RESPONSE FORM

RFB #26-0086

CREMATION SERVICES

Sedgwick County Sheriff's Office Background Check Information Form

Full Name: Maiden Name: Alias:

Date of Birth:

Social Security Number:

Driver's License Number: State: Expiration:

Gender: ___Female ___Male Race: ___Asian ___Black ___Hispanic ___Native American ___White ___Other

Certification of True and Correct Information and Statements

Authorization for Release of Personal Information and Background Investigation

I certify that the information and statement in my electronic application for employment are true and correct to the best of my knowledge.

I understand that in order to determine my qualifications for positions related to Sedgwick County ("County"), it will be necessary to investigate my employment history, educational background, criminal history, military service, reputation, references and credit history. I authorize investigation of this information by a duly authorized agent of the employer which includes investigation of all information and statements on my electronic application. By this authorization, I intend to provide full and free access to my background and history which may provide pertinent information for the employer to consider in my suitability for employment.

I direct the custodian of records and information regarding my employment, educational, criminal history, military service, reputation, references and credit reports to release said information to any authorized agent of the County.

I release, indemnify and hold harmless any individual, institution, business or organization from any and all liability for claims, damages, losses or expenses which might arise from the provision of the records and information provided pursuant to this Authorization.

I understand that if the position I am applying for requires the operation of motor vehicles I must maintain personal licensure appropriate to the vehicle and responsibilities to the position. I authorize the County to request and obtain driver's license records necessary to confirm my licensure and driving history.

I understand that failure to pass any applicable screening/examinations will result in withdrawal of participation in contractual services.

I understand that should an investigation disclose material misrepresentation or falsification, my participation in contractual services may be terminated.

I understand that should the background investigation reveal information to indicate that I may have been involved in any crime, the Sheriff's Office may make such information available to the Forensic Science Center and/or the proper jurisdiction for criminal investigation and prosecution.

I have read, or have had read to me, the statements above and by my signature agree to these provisions.

An electronic copy or photocopy of this form is as valid as an original.

Signature of Applicant: ______________________________________ Date: __________________

Business Name: ____________________________________________________________________