26-087 Court Annex Owners Representation for Construction Services

LEGAL NOTICE
REQUEST FOR PROPOSAL 26-087
For
COURT ANNEX OWNER'S REPRESENTATION FOR
CONSTRUCTION SERVICES
ST. CHARLES COUNTY GOVERNMENT
ST. CHARLES, MISSOURI
St. Charles County is seeking proposals from qualified firms to provide Court Annex Owner's
Representation of Construction Services. The County reserves the right to terminate the RFP process
for any reason at any time and post notification of such decision on the same website where this RFP is
posted. Check the County's website frequently for updates and any notifications that may be issued
pertaining to this RFP.

ARTICLE 1 - INTRODUCTION AND PROPOSAL SUBMITTAL TERMS
St. Charles County, Missouri, is hereby issuing this Request for Proposal (RFP) to select an owner
representative firm to represent the County's best interest in the renovation of the Court Annex facility
located in St Charles. These services will include procurement, coordination and management services
to assist with the design and engineering process, acquire general contracting services and oversite and
assisting with County purchased items. The County is seeking and inviting proposals from firms that are
qualified, able, and willing to provide the services described herein to St. Charles County, Missouri
("County").
Proposal Instructions
The electronic version of this RFP is available upon request. The document was created in Microsoft
Word for Windows. The Purchasing Office does not guarantee the completeness and accuracy of any
information provided on the electronic version. Therefore, Offerors are cautioned that the hard copy of
this RFP on file in the Purchasing Office governs in the event of a discrepancy between the information
contained in or on the electronic version and that which is on the hard copy.
One [1] signed original and two [2] signed identical copies of the proposal, along with an identical electronic
copy provided on a USB storage device must be received in a sealed envelope plainly marked "RFP 26-
087 Court Annex Design & Renovation" with the due date and time of the proposal in the lower left
corner of the envelope.
An authorized representative of the company/person submitting the proposal must sign the proposal, in
blue ink. All prices and notations must be in blue ink or typewritten on the attached form. Mistakes must
be crossed out, corrections typed adjacent and must be initialed in blue ink by the person signing the
proposals.
Proposals must be submitted to the St. Charles County Finance Department, 201 North Second
Street Room 541 St. Charles MO 63301 prior to 7/21/2026 at 10:30 am.
Time is of the essence for responding to the RFP within the submission deadlines. All proposals will be
considered final. No additions, deletions, corrections, or adjustments will be accepted after the time of
proposal opening.
The Offeror must possess the necessary and appropriate business and/or professional licenses in their
field.
The Offeror is required to clearly identify any deviations from the specifications in their proposal.
Sealed proposals received after the designated time of the receipt of the sealed proposals will be
considered as "Void" and will not be opened.
The County reserves the right, in its sole discretion, to reject any and all proposals, or parts of any
proposal, for any reason whatsoever and waive technicalities.
The County will only accept proposals that are responsive to the RFP and are prepared and submitted in
compliance with the requirements set forth in this RFP.
The County will not award any proposal to an individual or business having any outstanding amounts due
from a prior contract or business relationship with the County or who owes any amount(s) for delinquent
Federal, State or Local taxes, fees and licenses.
The successful Offeror is specifically denied the right of using in any form or medium the names of St.
Charles County or any other public agency of St. Charles County Government for public advertising
unless express written permission is granted.
Award will be made to the responsive Offeror with the highest score upon evaluation of all criteria as set
forth in this RFP.
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Proposal Inquiries
All questions or clarifications concerning this RFP must be submitted in writing via E- mail to:
Lenore Moore
Purchasing Coordinator
St. Charles County Government
201 North Second Street
St. Charles, Missouri 63301
lmoore@sccmo.org
The RFP number and title shall be referenced on all correspondence.
All questions must be received no later than 10:30 AM on 7/10/2026. Any question received after this
deadline may not be answered.
Responses to questions/clarifications will be provided by 07/13/26 and placed on the County's website
http://www.sccmo.org/Bids.aspx . Check this website frequently for updates and any addendum that may
be issued.
Prohibited Communication
Contact with any representative, other than through the procedure outlined in the section titled
"Proposal Inquiries", concerning this request is prohibited PRIOR TO PROPOSAL OPENING.
Representative shall include, but not be limited to, all elected and appointed officials, and
employees of St. Charles County and their Agents within St. Charles County. Any Offeror
engaging in such prohibited communications prior to Proposal Opening may be disqualified at
the sole discretion of St. Charles County.
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ARTICLE 2 - CERTIFICATIONS BY OFFEROR
The undersigned signatory certifies that he/she has read and understands all of the terms and
conditions of this RFP and of doing business with the County in response to this RFP, that in doing
so he is acting on behalf of the Offeror, and that his/her signature placed hereon is binding on the
Offeror to the full extent allowed by law.
The Offeror shall provide a Proposal to the County in response to, and in accordance with, the terms
of this RFP.
The Offeror agrees to provide the services under the terms of this RFP and the Proposal as accepted
by the County.
By submitting the Proposal in response to this RFP, the Offeror and each person signing on behalf of
the Offeror, under penalty of perjury, certifies to the best of its knowledge and belief:
The Offeror has established the price terms in this Proposal independently without collusion,
consultation, communication or agreement with any other Offeror as to any matter relating to such
price terms; and
The Offeror has made no attempt, and will not in the future make any attempt, to induce any other
person, partnership or corporation to submit or not to submit a proposal for the purpose of
restricting competition.
The Offeror certifies that this proposal is in all respects fair and without collusion or fraud, and that
no elected official or other member, officer or employee or person whose salary is payable in
whole or in part by the County is directly or indirectly interested therein, or in any portion of the
profits thereof.
Company Name:
Authorized Signature of Offeror:
Date of Proposal:
Printed or Typed Name:
Mailing Address:
City: State: Zip:
Telephone: Fax:
Electronic Mail Address:
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ARTICLE 3 - BACKGROUND AND RFP/PROPOSAL TIMELINE
1. RFP Purpose: St. Charles County is seeking to identify and contract with a qualified owner's
representation firm to represent St Charles County in the renovation of the Court Annex in St. Charles,
Missouri. This facility will require significant demolition and renovation to update the building to support
the departments and function that will relocate to the site. The County intends to award a single contract
(hereinafter "Consulting Agreement"), to perform the oversight for the project. The draft Contract
Agreement is attached hereto as "Exhibit A - Consulting Agreement" and made part hereof.
Background: St. Charles County acquired the building located at 200 North 2nd Street at the end of 2025.
While the building is owned by St. Charles County, it is currently occupied by the City of St. Charles until
their new location is completed in 2027. This site will become an extension of the Courthouse operations
and relocation of department that work in conjunction with the Missouri 11th Circuit Court. These
departments consist of Prosecuting Attorney, Public Defender, Public Administrator and Facilities
Management. St. Charles County has hired JEMA Inc. for architectural and engineering services, to
perform a feasibility study and design and construction documents for the renovation. The project will
consist of removing and replacing the curtainwall, demolition of all non-structural interior walls, majority
of ductwork, HVAC equipment, electrical and ceilings. Work will also include the infill of a second-floor
atrium space, relocation of the front entrance and renovation of a portion of the parking structure with
usable space. Certain existing conditions will remain, such as elevators, stairwells, electrical switchgear,
plumbing stacks, and communication closets. The feasibility study will conclude in late June 2026 and
move to design and engineering for the construction documents. The County intends to hire the Owner's
Rep at the beginning of the design process to help oversee that design and engineering.
RFP and Submittal of Proposals Timeline: The County shall follow the timeline listed below relating to
the RFP and submittal of Proposals. The County reserves the right in its sole discretion to expand this
timeline, if necessary, without any notification, except when such timeline expansions affect the deadline
date and time for submitting a proposal.
Procurement
RFP Release Date 6/30/2026
Vendor Questions Due 7/09/2026
Addendum Issued in Response to Vendor Questions 7/10/2026
Vendor Proposals Due Prior to 10:30 AM CST 7/21/2026
Execute Contract September 2026
ARTICLE 4 - SCOPE OF WORK, SPECIFIC SERVICES, CONTRACT PERIOD
1. Scope of Work:
The Owner's Rep will assist the County with the overall process to develop and refine the construction
documents, develop project parameters and requirements to develop a plan that delineates roles and
responsibilities. They will oversee the balance of the design with both architecture and engineering and
procure the general construction. The initial intent for this project's construction method is design/bid/build.
The Owner's Rep will help with the procurement for general contracting services and will assist the Project
Manager in developing the bid documentation. They will compile the documents, pre-qualify firms,
participate in receiving the proposals, evaluating submissions with the Project Manager, summarize the
results, and assist with selecting a firm with the cooperation of the County.
The Owner's Rep will be responsible for overall construction management services that will include
overseeing the coordination of owner purchased items. The Owner's Rep will conduct and lead regularly
scheduled meetings with the project team which encompasses the design and engineering firm, general
contractor, and all subcontractors to ensure on-time completion. The Owner's Rep will also meet monthly
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with County stakeholders to provide updates on the project status, present proposed solutions to
developing project issues, obtain needed feedback, schedule updates and milestones completions as well
as the budget report.
The program budget, master schedule, procurement documents, contracts, design documents, finish and
specification schedules, construction documents, permits, RFI's, submittals, insurance, bonds, pay
applications, invoices, lien waivers, certified payroll, change order requests and closeout for the project
will be managed by the Owner's Rep. All furniture, fixtures and equipment must be coordinated with the
assistance of the Owner's Rep to ensure timelines are met. The County Project Manager will seek
approval, with guidance from the Owner's Rep, for any change orders, clarifications, FF&E and pay
applications. As such, the Owner's Rep must be familiar with County Government procurement and
Finance requirements and be able to oversee all aspects.
At the conclusion of the project, the Owner's Rep will lead the County with any training and transitioning
steps, ensure substantial completion and closure of all permits. Additionally, the Owner's Rep must compile
all warranty documentation, owner's manuals, as-built documentation, and ensure all punch list items are
completed. They will also schedule an 11-month warranty walk to ensure the County is covered for any
work owed.
This overall design and construction project is expected to take approximately 24 months to complete. The
anticipated value of the total program budget is $18,000,000.00. The value will cover all costs for owner's
representation, design, engineering, construction, equipment, technology, owner purchased items, move-
in expenses and other items as needed for completion of this effort.
ARTICLE 5 - SUBMISSION OF PROPOSAL AND MANDATORY ELEMENTS
1. Submission of Proposals: It is the Offerors' responsibility to ensure the Proposal submitted is
accurate, adequate, and clear with respect to the descriptions of the information requested.
Omissions, vagueness, or inaccurate descriptions or responses shall not be considered and to the
extent they are not considered "technicalities" by the County in its sole discretion, shall be grounds
for rejection. Failure to submit all the required information shall be deemed sufficient cause for
disqualification of a proposal from consideration.
2. Mandatory Elements:
A. Business Qualification
Describe your firm's brief history, capabilities, and capacity to oversee this project. Provide key
elements as listed below, limited to one page:
Number of years your firm has been in business, as well as the number of years your
firm has been performing owner representation services
Provide your firm's headquarter location and the location where the project will be
managed from
A general description of your firm's experience, focus of client types and overseeing
similar projects
Provide an company organizational chart that includes the in-house capabilities and
services your firm provides
If additional resources are needed outside of your firms' capabilities, please provide the
above information for each consultant firm that will be included in the project
B. Relevant Project Experience
Provide a list of relevant projects your firm has completed in the last five years. No more than
five projects, listed in order of most relevant.
Experience with extensive demolition and renovation of a multi-story building required
Experience with a parking garage structured renovation preferred
Experience with municipalities or Political Subdivisions procurement and approval
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processes is preferred
Project examples must include:
o A brief description of the project scope, size in square feet, and the owner's
representation responsibility
o Identify each proposed team member who participated in the project
o Provide original budget value and actual project cost, once completed, including
soft costs, construction, and FFE
o Client name, title, and contact information (phone and email preferred)
C. Project Team
Provide a list of key team participants and their resumes. These participants shall not change
for the duration of the project, without the consent of the County. Please include the following:
Project organizational chart that clearly describes the supervisory reporting structure and
the city and state for each person listed
Resumes of key personnel and their responsibilities for the project
o Identify education, years of experience with the firm and relevant project
experience that has been earned while working under the firm's employment
o If project experience is limited due to current employment length, the relevant
experience may be noted through a previous employer, however the previous
employer's name must be included
D. Project Management Plan
Provide your anticipated project plan that will span at least 24 months, beginning with design,
including major milestones and anticipated durations. The schedule must include the total
quantity of hours anticipated for each phase, broken down by monthly allocation of hours for
each role assigned to the project. These milestones may include but are not limited to the
following.
Design & Engineering/Construction Documents
Construction Administration
Fixtures, finishes, & equipment coordination
Closeout, commissioning and training
E. Price
Price must include the following breakdown and submit using the Pricing Page as well as an
hourly rate addendum. While the County realizes the total hours needed for this project may
vary by phase and level of effort needed to complete the project, we are asking for a total cost
to be proposed with your submission. Final pricing will be negotiated for the contract.
Total quantity of hours and total proposed cost for this project
Provide each title and their hourly rate as well as the total hours proposed by each title
Provide a value for reimbursable activity, and a list of applicable items to reimbursed
If mark-up is needed, provide the percent of mark-up that would be applied and a brief
description of why a mark-up would be needed
3. Proposal Life: All proposals made in response to this RFP and quoted pricing must remain in effect
for a period of not less than 90 days after the date for proposal submission. Any proposal accepted
by County for the purpose of contract negotiations shall remain valid until superseded by a contract
or until rejected by County.
4. Proposals Subject to Open Records Law: The Offerors are hereby advised that all proposals and
the information contained in or related thereto are subject to Missouri Open Records Act and after
contract award and execution of the Resulting Agreement shall be open to public inspection and may
be viewed and copied by any member of the public; therefore, the County does not assume any
responsibility whatsoever in the event that such information is used or copied by individual persons
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or organizations.
5. Clarification of RFP Terms: It shall be the Offerors' responsibility to ask questions, request
changes or clarification, or otherwise advise the County if any term of this RFP appears to be
ambiguous, vague, overbroad, contradictory, and/or arbitrary, or appear to inadvertently restrict or
limit the proposal sought by this RFP to a single source.
Any and all communication from Offerors regarding clarification of RFP terms must be directed
to the County Purchasing Manager listed herein. Such communication must be received by the
date noted in ARTICLE 3 Section 3. BACKGROUND AND RFP/PROPOSAL TIMELINE, RFP
and Submittal of Proposals Timeline.
The County shall make all attempts to adequately and promptly respond to all Offeror inquiries.
However, in order to maintain a fair and equitable proposal process, all Offerors will be advised,
via the issuance of amendments to the RFP posted on the County's website
http://www.sccmo.org/Bids.aspx , of any relevant or pertinent information related to the
procurement. Therefore, Offerors are advised that unless specified elsewhere in the RFP, any
questions received after the listed date may not be answered.
6. Interview Conference: After an initial screening of the written proposals, any, or all of the Offerors
submitting a proposal in response to this RFP may be required to give an oral presentation or
demonstration of their proposal. The County may contact the highest ranked proposals to schedule
the interview conference. Additional technical information may be requested for clarification
purposes, but in no way to change the original written proposal submitted. The County reserves the
right, in its sole discretion, to decide to conduct interviews with any or all of the Offerors.
7. Official Position of the County: The only official position of the County is expressly included in
writing in this RFP or an amendment thereto. No other means of communication, whether oral or
written, shall be construed as a formal or official response or statement.
8. Mandatory Documentation for Responsive Proposal: The list outlined in Article 5.2.A, B, C, D,
and the Pricing Page are considered required document and information which must be included in
each Proposal. Additionally, the Veteran Friendly Employment Policy, Exhibit B, Exhibit C and Exhibit
D must also be provided. Each Proposal should be structured in the same fashion as this Section of
the RFP and must address and comply with every requirement listed.
ARTICLE 6 -EVALUATION FACTORS AND PROCESS
1. Evaluation Criteria: After determining responsiveness, the County will identify a preferred vendor
by evaluating proposals in accordance with the following criteria and maximum points per each
criterion:
Evaluation Criterion Description Maximum Points
Business Qualifications 10
Project Management Plan 10
Project Team 30
Relevant Project experience 15
Price 20
Interview 15
Total Potential Points 100
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A. Consideration of Information from All Sources: The County reserves the right to consider
information and facts, gained from all sources, including but not limited to the Offeror's
proposal, presentations, demonstration, interviews, or references, in the evaluation process.
B. Responsibility to Submit Information: By submitting a Proposal in response to this RFP,
each Offeror acknowledges, affirms and agrees that it is the Offeror's sole responsibility to
submit information related to the evaluation criteria and that the County is under no obligation
to solicit any information if it is not included with the Offeror's proposal. Failure of the Offeror
to submit such information in its Proposal may constitute grounds for rejection of the Proposal.
2. Evaluation Process: The County will use the evaluation criteria stated above in the proposal
evaluation, inclusive of interview conference, and contract award process.
ARTICLE 7 - GENERAL TERMS AND CONDITIONS
The following General Terms and Conditions shall govern the relationship between the Successful Offeror
and the County absolutely and without exceptions. These General Terms and Conditions are not subject
to revisions, exceptions or negotiations and shall be part of the negotiated Resulting Agreement as if
specifically set forth therein. The Offeror acknowledges, understands and agrees that in order for its
proposal to be accepted for consideration, the proposal shall not contain any reservation or exception to
these Terms and Conditions.
1. Agreement Components: The Resulting Agreement between the County and the successful
Offeror is comprised of and includes all the following documents: (a) this RFP 26-087 issued by the
County, including any addenda (collectively referred to as "RFP"); (b) the successful Offeror's
proposal in response to the RFP (hereinafter, "Proposal"); (c) the negotiated Contract, including all
Exhibits, Schedules and Attachments, either attached to or incorporated into the Contract by
reference; and (d) any changes to, amendments, modifications or supplementals of the negotiated
Contract in reverse chronological order.
A. Order of Interpretation: If there is a conflict, inconsistency or a discrepancy among and
between the terms in the various documents that are part of the Resulting Agreement, the
following order of interpretation shall apply:
(1) The terms set forth in the RFP will prevail over a conflicting or inconsistent term between
the RFP and the Proposal.
(2) The terms set forth in the negotiated Contract will prevail over a conflicting or
inconsistent term between the RFP and the negotiated Contract.
(3) Conflicting terms within or between Exhibits, Schedule(s) and Attachments shall be
interpreted by giving priority to the term decided by the County in its sole discretion.
(4) The successful Offeror shall request the County's order of preference among conflicting
requirements upon becoming aware of such conflict. The County reserves the right, in
its sole discretion, to clarify any relationship in writing and such written clarification shall
govern in case of any conflict with or inconsistency in the applicable requirements stated
in the RFP and the successful Offeror's proposal.
B. Referential Inclusion: References in the Resulting Agreement to an Article or Section shall
be deemed to be inclusive of all provisions within such Article or Section [e.g., a reference to
Article 5 shall be deemed to include Section 5.A. and a reference to Section 5.A. shall be
deemed to include Subsection 5.A.(1)]. In addition, references in the Resulting Agreement to
a specific Schedule shall be deemed to include all appendices attached to the referenced
Schedule.
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2. Status as Independent Contractor: The successful Offeror represents itself to be an independent
contractor offering such services to the general public and shall not represent itself or its employees
to be an employee of the County. Therefore, the successful Offeror shall assume all legal and
financial responsibility for taxes, FICA, employee fringe benefits, workers' compensation, employee
insurance, minimum wage requirements, overtime, or other such benefits or obligations.
3. Subcontractors: Any Offeror's proposal must identify all subcontractors, if any, and outline the
contractual relationship between the Offeror and each subcontractor. Either a copy of the executed
subcontract or a letter of agreement over the official signature of the firms involved must accompany
each proposal. County must approve the successful Offeror's subcontracting any portion of the
services to be provided under the Resulting Agreement. The successful Offeror is responsible for
the performance of any obligations that may result from this RFP and the Resulting Agreement and
shall not be relieved by the non-performance of any subcontractor.
4. Employment of Unauthorized Aliens Prohibited: Pursuant to Section 285.530, RSMo., as a
condition for the award of any contract or grant in excess of five thousand dollars by St. Charles
County to a business entity, the business entity shall, by sworn affidavit and provision of
documentation:
A. Enrollment in Federal Work Authorization Program: Affirm its enrollment and participate
in in a federal work authorization program (E-Verify) with respect to the employees working
in connection with the contracted services.
(1) Acceptable enrollment and participation documentation consisting of a valid copy of
the signature page of the E-Verify Memorandum of Understanding, completed and
signed by the Offeror, and the Department of Homeland Security - Verification Division.
(2) Through its enrollment and participation in a federal work authorization program (E-
Verify) the employer business entity shall verify the employment eligibility of every
employee in the employer's hire whose employment commences after the employer
enrolls in a federal work authorization program. The employer business entity shall
retain a copy of the dated verification report received from the federal government.
Any business entity that participates in such program shall have an affirmative
defense that such business entity has not violated subsection 1 of this section.
[RSMO 285.530 (4)]. The online address to enroll in the E-Verify program is:
https://e-verify.uscis.gov/enroll/StartPage.aspx?JS=YES.
B. Worker Eligibility Affidavit: Affirm that it does not knowingly employ any person who is an
unauthorized alien in connection with the contracted services. [RSMO 285.530 (2)]
C. Annual Submission Requirement: Any entity contracting with St. Charles County shall only
be required to provide the referenced affidavit on an annual basis. A copy of the affidavit is
included in this proposal request. Offerors may choose to send the required documentation
using one of the following options:
(1) Send the Notarized Affidavit of Work Authorization (Exhibit C to the RFP) to: St.
Charles County, Attn: Purchasing Manager, 201 N Second Street, Room 541, St.
Charles, MO 63301 prior to responding to any solicitations; or
(2) These documents will be kept on file. The notarized affidavit and E-Verify MOU
signature page are valid and current for one (1) year from the date of the notarized
affidavit. If the contract period extends past one (1) year, the successful Offeror shall
submit the affidavit on each anniversary date on the affidavit. Failure to comply with
this requirement shall be grounds for termination of the Resulting Agreement.
5. Law of Missouri to Govern: This RFP and the Resulting Agreement shall in all respects be
interpreted under and governed by the laws of the State of Missouri without giving effect to conflicts
of law principles. The Offeror shall comply with all local, state, and federal laws and regulations
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