City of Dardenne Prairie, Bates Road from South Outer Road 364 to Red Hawk Parkway, Bates Road (Phase 1) Improvements

City of Dardenne Prairie, Missouri - RFQ - Bates Road (Phase 1)
CITY OF DARDENNE PRAIRIE, MISSOURI
Request for Qualifications
Professional Engineering Services
Bates Road (Phase 1)
Qualifications-Based Selection | Federal STP-S Construction Funding Anticipated
STBG-5407(622)
Project Bates Road (Phase 1) Improvements
Bates Road from South Outer Road 364 to Red Hawk Parkway, Dardenne
Location
Prairie, Missouri
Design services funded with City of Dardenne Prairie and St. Charles
Funding
County Road Board funds; federal STP-S construction funding anticipated
for construction / implementation only
Procurement Type Qualifications-based selection for professional engineering design services
Preliminary engineering and related professional services through final
Services Solicited
PS&E and federal-aid construction readiness support; construction
engineering / inspection excluded
Submission Method Electronic PDF submittal to Bids@dardenneprairie.org
Matthew Davidson, City Engineer | cityengineer@dardenneprairie.org | 636-
City Contact
755-5320
Not applicable to design contract; construction DBE requirements, if any,
DBE Goal
to be determined separately
Issued by the City of Dardenne Prairie for qualifications-based consultant selection under applicable Missouri
law. The selected consultant shall prepare design deliverables capable of supporting later MoDOT/LPA review,
federal-aid construction authorization, advertisement, and bidding, if and when federal construction funding
is authorized.
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City of Dardenne Prairie, Missouri - RFQ - Bates Road (Phase 1)
1. Procurement Basis and Invitation
This solicitation is for professional engineering design services. The design contract is anticipated to be
funded entirely with City of Dardenne Prairie and St. Charles County Road Board funds and is not anticipated
to be reimbursed with federal funds. This RFQ is not intended to procure a federally reimbursed engineering
services contract. The City is using a qualifications-based selection process consistent with applicable
Missouri law for procurement of professional engineering services. Cost information shall not be included in
the Statement of Qualifications unless and until the City initiates negotiations with the highest ranked firm.
The City of Dardenne Prairie, Missouri, invites qualified engineering consulting firms to submit Statements of
Qualifications for the Bates Road (Phase 1) Improvements project. The City intends to select the firm whose
qualifications, experience, technical understanding, capacity, and past performance are most advantageous
for successful delivery of the design services and for preparing design, documentation, and PS&E deliverables
capable of supporting subsequent MoDOT/LPA review and federally funded construction authorization, if and
when authorized.
This solicitation is publicly advertised to provide full and open competition, maintain a transparent local
procurement record, and support orderly project development for the later federal-aid construction phase.
2. Project Background and Need
Bates Road (Phase 1) extends generally from South Outer Road 364 to Red Hawk Parkway and serves
residential neighborhoods, nearby schools, churches, community destinations, utility facilities, and
connections to the local and regional bicycle and trail network.
The corridor is a major collector with aging asphalt pavement, existing curb and sidewalk elements, an existing
lane configuration that includes a center two-way turn lane, and pedestrian and bicycle accommodations that
do not fully support current multimodal demand. The City's STP-S application identifies the need for pavement
preservation, ADA curb ramp reconstruction, high-visibility pedestrian crossings, RRFBs, bicycle lane signing
and markings, and safer bicycle and pedestrian connectivity between Outer Road 364 / Town Square Avenue,
neighborhoods, schools, community resources, and the planned Henning Road / Dardenne Greenway
connections.
The selected consultant will be expected to refine the project concept and advance the work in a manner
consistent with applicable City, St. Charles County Road Board, MoDOT, FHWA, ADA / PROWAG, MUTCD, and
AASHTO requirements and with later federal-aid construction authorization needs, as applicable. The City
does not guarantee federal approval or authorization through this RFQ.
3. Anticipated Project Improvements
* Pavement rehabilitation, milling, resurfacing, and associated roadway or concrete replacement where
required.
* Reconfiguration of the existing pavement marking layout to support two through lanes and buffered
dedicated bicycle lanes, as warranted by final design.
* Curb and gutter replacement, localized drainage / storm sewer adjustments, grading, erosion control, and
related stormwater work as required.
* Signing and striping improvements, including centerline and edge line markings, bicycle lane markings,
arrows, symbols, and related regulatory and warning signs.
* Sidewalk removal and replacement, ADA curb ramp reconstruction, pedestrian transitions, and related
pedestrian connectivity improvements.
* Enhanced crossing treatments, including high-visibility crosswalks, RRFBs, pedestrian crossing signing,
solar lighted bollards, and pavement markings where warranted.
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City of Dardenne Prairie, Missouri - RFQ - Bates Road (Phase 1)
* Solar-powered RRFBs, pedestrian visibility enhancements, solar-powered school / crossing signs if
incorporated into final design, and related electrical or low-voltage components.
* Restoration, sodding, traffic control, and other appurtenant work necessary for a complete and buildable
project.
* Utility coordination, right-of-way and easement support if required, and utility relocation planning /
coordination as required.
4. Scope of Professional Services
The selected consultant shall furnish all professional engineering, planning, surveying, environmental, right-
of-way support, and related services necessary to advance the project from notice to proceed through final
plans, specifications, and estimate in a manner acceptable to the City and capable of supporting later
MoDOT/LPA review, federal-aid construction authorization, advertisement, and bidding, as applicable. The
City reserves the right to refine the final scope during contract negotiations.
4.1 Project Management and Coordination
* Project management, quality management, schedule control, monthly progress reporting, and overall
administration of the consultant team.
* Coordination with the City, St. Charles County Road Board, MoDOT as needed for federal-aid construction
readiness, utility companies, nearby school / institutional representatives, adjoining property owners, and
other stakeholders.
* Attendance at progress meetings, public meetings, review meetings, and presentations as requested.
* Preparation and maintenance of a project management plan, action item log, and deliverable schedule.
4.2 Surveying and Base Mapping
* Topographic survey, control, supplemental field investigation, visible utility mapping, and development of
base mapping as needed for roadway, path, drainage, and right-of-way design.
* Right-of-way research support, easement exhibit preparation, legal descriptions, and title / survey
coordination to the extent needed for design, City review, and any later federal-aid construction clearance
requirements.
* Collection and depiction of existing features necessary for design, permitting, and utility coordination.
4.3 Traffic, Safety, and Multimodal Design
* Concept refinement, geometric layout, typical sections, buffered bicycle lane and ADA design, pedestrian
crossing treatments, signing and pavement marking concepts, and maintenance of traffic concepts.
* Evaluation of traffic control, multimodal safety, RRFB / lighting needs, and lane configuration to improve
safety without creating unacceptable operational impacts.
* Preparation of preliminary plans, design exceptions / justifications if required, and incremental review
submittals.
4.4 Drainage, Stormwater, and Utility Coordination
* Hydrologic and hydraulic analyses as required, drainage design, curb and inlet improvements, and
identification of localized drainage or stormwater structure needs.
* Utility conflict identification, utility coordination meetings, relocation tracking, utility conflict matrices,
and utility certification support.
* Preparation of relocation exhibits, utility adjustment recommendations, and incorporation of utility needs
into plan development.
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City of Dardenne Prairie, Missouri - RFQ - Bates Road (Phase 1)
4.5 Environmental Documentation and Permitting
* NEPA classification support and environmental documentation, if required.
* Coordination of cultural resources, threatened and endangered species review, floodplain issues,
stormwater permitting, agency coordination, and permit support as required by the project and funding
source.
* Preparation of environmental commitments documentation and incorporation of commitments into plans
and specifications as applicable.
4.6 Right-of-Way Support
* Identification of right-of-way and easement needs and preparation of right-of-way plans, easement
exhibits, parcel exhibits, legal descriptions, and technical support documents, if required.
* Coordination with the City and, if required for later federal-aid construction authorization, MoDOT
regarding Uniform Act compliance, acquisition sequencing, and clearance documentation.
* The consultant's right-of-way role under this RFQ is limited to professional design and survey support.
Appraisal, appraisal review, acquisition negotiation, relocation assistance, condemnation support, title
closing services, brokerage services, and negotiator services are excluded unless separately authorized
and procured in a legally compliant manner.
4.7 Public Involvement and Agency Coordination
* Support for stakeholder outreach, public meetings or hearings if required, meeting exhibits, response
summaries, and agency coordination materials.
* Coordination with affected property owners, nearby schools, churches, community institutions, and utility
providers to support constructability and access planning.
4.8 Final Design, PS&E, and Bidding Support
* Preparation of final plans, specifications, estimates, quantity calculations, special provisions, and other
PS&E elements suitable for City approval, St. Charles County Road Board / Roads & Traffic coordination,
documented preliminary plan and PS&E review, MoDOT/LPA review, federal-aid construction
authorization, advertisement, and bidding, as applicable.
* Assistance during advertisement, responses to bidder questions, preparation of addenda, and support for
award recommendation documentation and clarifications requested by the City, St. Charles County Road
Board / Roads & Traffic, MoDOT, or other reviewing agencies, as applicable.
4.9 Scope Exclusions / Optional Post-Award Services
* Construction engineering, construction inspection, materials testing, and resident engineering services
are not included in this solicitation.
* Limited post-award design clarifications or shop drawing review may be added only if authorized by the
City and permitted by applicable local or federal-aid construction requirements.
5. Federal-Aid Construction Context, DBE, and Nondiscrimination
Requirements
This procurement is qualifications-based. No fee proposal, pricing schedule, labor rates, overhead schedule,
or cost proposal shall be submitted with the Statement of Qualifications.
The selected consultant must be qualified and eligible to perform the work and must provide deliverables that
support applicable City, County, MoDOT/LPA, and federal-aid construction requirements, as applicable. The
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City of Dardenne Prairie, Missouri - RFQ - Bates Road (Phase 1)
City does not anticipate federal reimbursement for the design contract, and this RFQ is not intended to
procure a federally reimbursed engineering services contract.
No DBE goal is assigned to this design contract unless later directed in writing by the City or required by
MoDOT. DBE requirements for the federally funded construction phase, if any, will be established separately
by MoDOT and administered in the construction procurement documents. If DBE participation is voluntarily
proposed for design services, only firms certified through the Missouri Regional Certification Committee
(MRCC) should be represented as certified DBE firms.
The City of Dardenne Prairie, in accordance with Title VI of the Civil Rights Act of 1964, the Americans with
Disabilities Act, and other applicable nondiscrimination authorities, ensures that no person shall be excluded
from participation in, denied the benefits of, or otherwise subjected to discrimination under this solicitation or
the resulting contract on the basis of race, color, national origin, sex, age, disability, or other protected status.
The consultant and subconsultants must comply with nondiscrimination, Title VI, ADA, E-Verify, records
retention, lobbying restrictions, conflict of interest disclosure, and all other applicable federal, state, and local
contract requirements. Federal requirements shall apply to the design contract only to the extent required by
applicable law, the City's contract, the County Road Board funding terms, or later MoDOT/LPA construction
authorization. The consultant shall provide any certifications reasonably required by the City to support later
federal-aid construction authorization, including debarment / suspension certifications if requested.
6. Statement of Qualifications Requirements
Submit one searchable electronic PDF containing the firm's Statement of Qualifications. The City requests a
concise, project-focused SOQ with a principal narrative not to exceed 10 pages, excluding cover letter, table
of contents, divider sheets, resumes, MoDOT prequalification documentation if available, and required
certifications or acknowledgements.
To be considered responsive, each submittal shall be organized in the sequence below. Clear, concise,
project-focused submittals are preferred.
Firms should identify any MoDOT prequalification categories and federal-aid / LPA experience applicable to
the proposed scope. MoDOT prequalification is preferred but is not a mandatory condition of responsiveness
unless required by addendum, funding agreement, or applicable law.
Tab Required Content Expected Information
Identify the prime consultant,
office location responsible for the
Cover Letter and Project work, authorized contact, and
A
Understanding concise understanding of the
project purpose, constraints, and
delivery approach.
Describe the firm, Missouri
registrations, local agency
experience, MoDOT / LPA
Firm Background and
B familiarity, federal-aid
Qualifications
construction-ready design
experience, and qualifications
relevant to roadway preservation,
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City of Dardenne Prairie, Missouri - RFQ - Bates Road (Phase 1)
Tab Required Content Expected Information
multimodal roadway design, ADA
curb ramps, pedestrian crossing
enhancements, drainage, utility,
and right-of-way support work.
Provide organization chart, office
location of key staff, resumes,
C Project Team and Key Personnel proposed roles, availability, and
discipline leads. Clearly identify
subconsultants.
Provide up to five representative
projects for the prime consultant
and up to three representative
projects for each major
subconsultant. At least two
D Relevant Project Experience examples should involve MoDOT
LPA projects, federally funded
local agency projects, or local
agency design projects prepared
for federal-aid construction
authorization.
Describe approach to survey,
design development,
environmental review if required,
utility coordination, right-of-way
Project Approach and Delivery support, schedule control, QA /
E
Strategy QC, stakeholder coordination,
and MoDOT review management
for a design contract that must
remain federal-aid construction-
ready.
Demonstrate that the team has
sufficient current capacity and
F Capacity and Workload management attention to deliver
this project on the anticipated
schedule.
Provide at least three client
references for comparable
G Past Performance and References projects, including owner contact
information, completion status,
and brief description of services
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City of Dardenne Prairie, Missouri - RFQ - Bates Road (Phase 1)
Tab Required Content Expected Information
provided.
Include acknowledgement of
addenda, actual or potential
conflicts of interest, prior
involvement in the STP-S
application or project concept
Required Certifications / documents, MoDOT
H
Disclosures prequalification categories if
available, debarment /
suspension eligibility if requested,
and a statement that no fee
proposal is included with the
SOQ.
7. Evaluation Criteria and Selection Process
Submittals will be evaluated by a selection committee using qualifications-based criteria. Interviews are not
anticipated but may be conducted at the City's sole discretion if the City determines that interviews would
materially improve the evaluation process.
No. Selection Criterion Points
Relevant experience with
comparable local agency,
1 federally funded, or federal-aid 25
construction-ready roadway /
multimodal projects
Project team qualifications, key
2 personnel, and organizational 20
strength
Project understanding, technical
3 approach, and quality 20
management procedures
Past performance, references,
4 15
and record of successful delivery
Capacity to perform the work
5 10
within the required timeframe
MoDOT / LPA process familiarity,
6 10
including utility, ROW,
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City of Dardenne Prairie, Missouri - RFQ - Bates Road (Phase 1)
No. Selection Criterion Points
environmental, and PS&E
coordination
Selection Process
* The City will review responsive Statements of Qualifications and score firms using the published criteria
and weighted point values in this RFQ.
* The City will rank all responsive and qualified firms. If at least three qualified firms submit, the City will
identify the three most highly qualified firms and will begin scope and fee negotiations with the highest-
ranked firm in accordance with qualifications-based selection requirements under Missouri law.
* If the City cannot negotiate a fair and reasonable contract with the highest ranked firm, the City may
formally terminate negotiations and proceed to the next most qualified firm.
* The City will prepare and maintain an internal independent cost estimate or work-hour estimate before fee
negotiation. The independent cost estimate shall not be submitted by respondents and shall not be
included in SOQs.
* Any contract award shall remain subject to applicable City approvals. MoDOT concurrence in the
consultant selection or design agreement is not anticipated because the design contract is funded with
City of Dardenne Prairie and St. Charles County Road Board funds, unless MoDOT, the funding agreement,
or a later project authorization process requires otherwise.
8. Anticipated Deliverables
* Project management plan and detailed schedule.
* Survey / base mapping and field investigation documentation.
* Preliminary engineering exhibits, concepts, and technical memoranda as needed to support City
decisions.
* Environmental documentation and permit support materials, if required.
* Right-of-way plans, parcel exhibits, legal descriptions, and acquisition support documents, if required.
* Utility coordination documentation, conflict matrices, and utility certification support for City files, County
coordination, and later MoDOT/LPA construction authorization, as applicable.
* Final PS&E package, submittals, review responses, and approval documentation capable of supporting
City approval, St. Charles County Road Board / Roads & Traffic coordination, documented preliminary
plan and PS&E approval, MoDOT/LPA review, federal-aid construction authorization, advertisement, and
bidding, as applicable.
* Engineer's estimates at major milestones.
* Meeting materials, public involvement exhibits, and review comment responses.
Anticipated Procurement Schedule
The schedule below is a planning aid only. The City reserves the right to revise milestones by addendum or
internal action.
Milestone Date / Time
RFQ issue date June 24, 2026
Deadline for written questions July 3, 2026 by 5:00 PM CT
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City of Dardenne Prairie, Missouri - RFQ - Bates Road (Phase 1)
Milestone Date / Time
Responses / addenda issued July 8, 2026
Statements of Qualifications due July 17, 2026 by 2:00 PM CT
Anticipated contract approval / authorization August 5, 2026
9. Questions, Submission Instructions, and General Conditions
Questions regarding this RFQ shall be directed in writing to Matthew Davidson, City Engineer, at
cityengineer@dardenneprairie.org. Responses and any addenda may be issued by the City in writing. Oral
interpretations shall not be binding.
Statements of Qualifications shall be transmitted electronically to Bids@dardenneprairie.org by the deadline
stated in this RFQ or in any addendum. The subject line should clearly identify the solicitation as: "SOQ - Bates
Road (Phase 1) Design Engineering Services." Late submittals may be rejected. The City recommends a single
bookmarked PDF file when practical.
* Issuance of this RFQ does not obligate the City to award a contract or to reimburse any respondent for
costs incurred in preparation of a response.
* The City reserves the right to reject any or all submittals, waive minor informalities, request clarification or
supplemental information, cancel or reissue the RFQ, and negotiate with the next most qualified firm if
negotiations with the top-ranked firm are unsuccessful.
* The selected consultant shall comply with all applicable federal, state, and local laws, regulations,
executive orders, and contract requirements.
* The City expects each respondent to disclose any actual or potential conflicts of interest. Firms with
unresolved conflicts may be deemed ineligible for award.
* Any firm that prepared or assisted with the STP-S application, project concept, preliminary estimates,
exhibits, or other pre-RFQ project development documents shall disclose that involvement in its SOQ.
Prior involvement will not automatically disqualify a firm if the work was performed with non-federal funds
and no unfair competitive advantage exists. A firm competing for this design contract shall not prepare the
City's independent cost estimate for the design contract or participate in the City's evaluation, selection,
or negotiation process.
* Consultants and subconsultants must not be suspended or debarred from participation in public or
federally assisted contracts if such certifications are requested by the City or required for later federal-aid
construction authorization.
* The final scope, contract form, fee basis, and insurance requirements shall be established during
negotiations and shall remain subject to City requirements. Deliverables shall also remain capable of
supporting MoDOT/LPA and federal-aid construction review requirements, as applicable.
* The City may authorize the design contract after local award and execution. Federal-aid construction
advertisement, award, and notice to proceed shall not occur until all required MoDOT / FHWA approvals,
clearances, and authorizations have been obtained.
* The City may maintain a procurement file including the advertisement, SOQs, addenda, scoring sheets,
ranking memorandum, conflict disclosures, negotiation record, independent cost estimate, final scope,
and executed contract.
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City of Dardenne Prairie, Missouri - RFQ - Bates Road (Phase 1)
10. Anticipated Insurance and Contractual Requirements
The consultant selected for negotiations should be prepared to enter into the City's standard professional
services agreement, as approved by the City and executed by the Mayor, and to meet customary municipal
professional services contract requirements. Minimum insurance requirements are anticipated to include
Commercial General Liability of $500,000 per occurrence / $3,000,000 aggregate, Automobile Liability of
$500,000 per person / $3,000,000 per occurrence, or equivalent combined single limit wording acceptable to
the City, Workers Compensation at statutory limits, and Professional Liability / Errors and Omissions coverage
of $1,000,000 per claim. Final contractual terms may incorporate City standard provisions, County Road
Board funding requirements, and requirements needed to support later MoDOT/LPA construction review, if
applicable.
11. Issuance
Issued by authority of the City of Dardenne Prairie, Missouri. Insert final issuance date, due date, and
authorized signature information prior to advertisement.
RFQ Issue Date June 24, 2026
SOQ Due Date July 17, 2026
Authorized City Representative Matthew W. Davidson, City Engineer
Signature / Date
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