SPECIFICATIONS AND REQUEST FOR BID PROPOSAL

FOR

PIONEER TRAILS REGIONAL PLANNING COMMISSION (PTrpc) SURETY BOND CONTRACT

PROPOSALS ARE DUE:

2:00 P.M. AUGUST 15, 2008

PIONEER TRAILS REGIONAL PLANNING COMMISSION (PTrpc)

CONCORDIA COMMUNITY CENTER

802 S. GORDON STREET

CONCORDIA, MISSOURI
 

SPECIFICATIONS AND REQUEST FOR BID PROPOSAL FOR

I. GENERAL INFORMATION

The Pioneer Trails Regional Planning Commission, Concordia Missouri, will accept proposals for a SURETY BOND Contract until 2:00 p.m. on Friday, August 15, 2008; in the office of Trails Regional Planning Commission at 802 S. Gordon Street, Concordia, Missouri, 64020. Envelopes containing bids are to be clearly marked: BID: SURETY BOND.

Current financial records are available for examination by interested bidders.  Please contact Rita Petersen for information.  Telephone (660-463-7934).

Revenue is received by direct deposit each month.  Payroll checks are direct deposited bi-weekly each month.  Accounts payable checks are generally issued after they have been approved by PTrpc Board meeting held on the third Tuesday of each month.  The number of accounts payable checks and the amount of the payments vary.

PTrpc reserves the right to extend the contract for an additional four years if PTrpc deems that there is no competitive service available at the conclusion of the initial year period.

II. BID PROCEDURES

The following bid procedures shall be utilized:

1.         Upon receipt, all proposals will be taken under advisement. PTrpc may interview bidders to obtain an accurate understanding of each bid. Any informal, defective or irregular proposal may be rejected. All proposals shall comply with the stated specifications or noted exceptions. The attached Surety Bond Proposal must be submitted.

2.         All proposals remain valid for sixty days to give PTrpc Board and staff adequate time for review.  PTrpc reserves the right to reject any and all proposals for any reason deemed material and to accept any proposals deemed most advantageous to PTrpc.

3.            The Insurer will be selected to receive and disburse all funds of PTrpc, except funds invested by competitive bid at the discretion of PTrpc.  The Insurer must be chartered under existing federal and State of Missouri laws.  Funds deposited must be fully secured as required by law.

III.        CONTRACT REQUIREMENTS

The successful bidder shall be required to enter into a written contract with PTrpc containing provisions for the following items:

1.         The Insurer shall at all times maintain securities as pledged collateral in an amount to equal 100% of the coverage amount.

2.         If at any time pledged securities are not satisfactory to PTrpc for deposits made as provided by law PTrpc many require additional or substitute securities be pledged as are satisfactory to it.

8.         The Insurer must provide the following services.

Make notation whether you can or cannot comply with each of the following requirements; describe any proposed changes, deviations or any additional features that would be included at no additional cost.  Please reference your responses to the corresponding items in this section.

(a)   Surety Bond:  This fidelity insurance is designed to protect Pioneer Trails Regional Planning Commission from loss of money, securities, or inventory resulting from embezzlement, forgery, fraud, and other criminal actions.  Surety Bond is set at the following coverage: Executive Board (Chairman, Vice-Chairman and Secretary/Treasurer), Executive Director-- $1,000,000.  The Fiscal Officer---$500,000. 

Do you comply?  FORMCHECKBOX    Non Comply? 

 (b) Special Services:

Surety Bond Coverage:  Coverage for all Executive Board members and Pioneer Trail Staff at the $1,000,000 coverage.

Do you comply?  FORMCHECKBOX    Non Comply? 

Surety Bond Coverage:  Coverage for all Executive Board members and Pioneer Trail Staff at the $1,250,000 coverage.

Do you comply?  FORMCHECKBOX    Non Comply? 

NOTE:  Bidders are not limited to this listing of services.  Additional services may be shown on the Surety Bond Proposal.

IV.        FINANCIAL INFORMATION ON BIDDER

PTrpc requires the following financial information to be submitted about the bidder:

1.    The latest Consolidated Report of Condition.

2.     The institution’s rating as shown in the latest publication listing Missouri Insurer’s ratings.

V.    REFERENCES

Please provide three references (public or large commercial clients, if possible) to whom similar services are being provided.

Reference #1

Reference #2

Reference #3

                                                Pioneer Trails Regional Planning Commission

                                                ______________________________________       

                                                Randall (Randy) B. White, Executive Director

PIONEER TRAILS REGIONAL PLANNING COMMISSION

SURETY BOND PROPOSAL

1.  Acceptance of conditions.

A.    The __________________agrees to provide the services and deposit activities noted in the specifications. Services provided in addition to the specifications are noted below.

B.    The ____________________agrees to provide the services and deposit activities noted in the specifications with the following exceptions:

2.  Annual premium Fee

            $1,000,000/$500,000 split coverage Surety Bond      __________________

            $1,000,000 Surety Bond same coverage Surety Bond _________________

            $1,250,000 Surety Bond same coverage Surety Bond__________________        

PLEASE MARK YOUR SUBMITTAL "SEALED PROPOSAL" AND SEND IT TO:

Pioneer Trails Regional Planning Commission

Attention:  Rita Petersen, Fiscal Officer

802 S. Gordon Street

P.O. Box 123

Concordia , Missouri 64093

660-463-7944

PTrpc reserves the right to reject any and all proposals, to waive technical defects, and to select the proposal(s) deemed most advantageous to PTrpc.

The undersigned certifies that he/she has the authority to bind this company in an agreement to supply the service or commodity in accordance with all terms and conditions specified herein.  Please type or print the information below.