Golf Center Bathroom Renovations

City of Ballwin RFP 26-16
CITY OF BALLWIN, MISSOURI
NOTICE TO CONTRACTORS
The City of Ballwin seeks bids from qualified contractors to modernize the restrooms at the
Ballwin Golf Course Event Center, 333 Holloway Road, Ballwin, MO 63011 in accordance with
the specifications attached.
Sealed bids addressed to the City of Ballwin, 1 Ballwin Commons Circle, Ballwin, Missouri
63021 will be accepted by the City of Ballwin until 10:00 A.M. (prevailing local time) on the
5th day of May , 2026 at which time all bids received will be opened and read aloud. Bid
Documents include this Notice to Contractors, Instructions to Bidders, General Conditions, the
Plans and Specifications, Bid Proposal form, Bid Bond form, proposed City-Contractor
Agreement, Bidders Information Sheet form, Exhibits, and any Addenda issued prior to closing
of the scheduled time for accepting bids.
Bids should be clearly marked "BID OPENING: Restroom Modernization: 26-16 Attn: Rob
Jones." Bids shall be submitted on the Bid Proposal form provided. All work shall be
performed according to City of Ballwin specifications.
Enrollment in Federal Work Authorization Program
Bidders are informed that pursuant to Section 285.530, RSMo, as a condition of the award of any
contract in excess of five thousand dollars ($5,000.00), the successful bidder shall, by sworn
affidavit and provision of documentation, affirm its enrollment and participation in a federal
work authorization program with respect to the employees working in connection to the
contracted services. Successful bidders shall also sign an affidavit affirming that it does not
knowingly employ any person who is an unauthorized alien in connection to the contracted
services.
Safety Training
Bidders are informed that the Project is subject to the requirements of Section 292.675, RSMo,
which requires all contractors or subcontractors doing work on the Project to provide, and
require its on-site employees to complete, a ten (10) hour course in construction safety and health
approved by the Occupational Safety and Health Administration ("OSHA") or a similar program
approved by the Missouri Department of Labor and Industrial Relations which is at least as
stringent as an approved OSHA program. The training must be completed within sixty (60) days
of the date work on the Project commences. On-site employees found on the worksite without
documentation of the required training shall have twenty (20) days to produce such documentation.
Contractors and sub-contractors in violation of this provision will forfeit to the City of Ballwin $2,500.00
plus $100.00 a day for each employee who is employed without training. The City of Ballwin may
withhold assessed penalties from payment due to the bidder and/or any subcontractors employed thereby.
The bidder shall complete and submit their bid on the "AFFIDAVIT OF WORK AUTHORIZATION".
A "Notice of Bid Award" is anticipated for May 12, 2026. However, work shall be TBD.
Bid security in the amount of five (5%) percent of the Base Bid offered by the bidder as
indicated on the Bid Proposal form shall accompany the bid submittal. Bid security shall be in
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City of Ballwin RFP 26-16
the form of a bank draft or certified check drawn upon a responsible, solvent bank and payable to
the City of Ballwin, Missouri or a satisfactory Bid Bond executed by the bidder and by a good
and sufficient surety authorized to do business in Missouri.
The successful bidder shall be required to furnish within ten (10) days of notification of contract
award a satisfactory Payment, Performance and Guarantee Bond in the full amount of the Bid
based on the bid quantities listed on the Bid Proposal form. The Payment, Performance and
Guarantee Bond furnished shall meet all requirements of section 107.170 of the Revised Statutes
of Missouri, as amended, and shall guarantee the faithful performance of the work including
payment of prevailing wage requirements of the State of Missouri. No bid submitted shall be
withdrawn after the opening of bids for a period of ninety (90) calendar days after the closing of
the scheduled time for accepting bids.
The bidder shall perform with his own organization, work amounting to not less than 50 percent
of the total contract cost.
The City of Ballwin will affirmatively assure that in any contract entered into pursuant to this
Notice to Contractors, qualified minority business enterprises will be afforded full opportunity to
submit bids and will not be discriminated against on the grounds of race, color, religion, sex, age,
disability, familial status, national origin or political affiliation. If you are a person that requires
an accommodation or desires more information, please call (636) 227-8580 or RELAY
MISSOURI 1-800-735-2966 TDD not later than 5:00 P.M. on the third day preceding the last
day for accepting bids. Offices are open between 8:00 A.M. and 5:00 P.M. Monday through
Friday.
The City of Ballwin intends to award a contract for the Project based on the bid that, in the City
of Ballwin's sole discretion, best meets the interests and requirements of the City. The City of
Ballwin reserves the right in the City's sole discretion to reject any and all bids, to waive
technicalities or deficiencies in any or all bids, to negotiate with any or all bidders or others for
more favorable terms or prices, and to award a contract to other than the bidder submitting the
lowest cost bid proposal, with or without negotiation. The City of Ballwin reserves the right not
to open a sole bid.
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City of Ballwin RFP 26-16
CITY OF BALLWIN, MISSOURI
INSTRUCTIONS TO BIDDERS
1. General
A. All work shall be constructed and completed in accordance with the specifications for the
same, relating to the construction of such improvements.
B. There will be no pre-bid meeting. If you would like to visit the site, or if you have any
questions, contact Rob Jones, Superintendent of Parks & Facilities @ 636-227-2423, or at
rjones@ballwin.mo.us
C. Bid due date is May 5, 2026, at 10:00 A.M. (prevailing local time).
2. Scope
Perform renovations to the restrooms at the Ballwin Golf Course Event Center, 333
Holloway Road, Ballwin, MO 63011 in accordance with the specifications attached.
3. Material Purchases
The Contractor shall be responsible for paying all material suppliers. The Contractor shall pay
all taxes required by law. For Sales Tax: see Special Sales Tax Provisions, paragraph 24.
4. Land and Rights-of-Way
For the purposes of operating and maintaining the Project, the City of Ballwin shall acquire the
necessary lands, easements and rights-of-way privileges required for the same. The Contractor
shall furnish and construct any necessary access roads or facilities.
5. Obtaining Bid Documents
Bid Documents include the Notice to Contractors, the Instructions to Bidders, the General
Conditions, the Plans and Specifications, the Bid Proposal form, the Bid Bond, the proposed
City-Contractor Agreement, the Bidders Information Sheet form, Exhibits, and any Addenda
issued prior to receipt of bid proposals and all modifications. Copies of the Bid Documents may
be obtained at City of Ballwin, 1 Ballwin Commons Circle, Ballwin, MO 63021 at no cost. The
City of Ballwin shall maintain a list of all persons and organizations who have obtained copies of
the Bid Documents.
6. Bid Proposals
A. Sealed bid proposals will be received in accordance with the Notice to Contractors.
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City of Ballwin RFP 26-16
B. Bids shall be submitted on the accompanying Bid Proposal forms. Bids shall be sealed in
an envelope bearing only the printed endorsement "BID OPENING: Restroom Modernization
26-16, ATTENTION: ROB JONES". In the case of proposals to be sent by mail, the envelope
shall be placed in an outer or mailing envelope, and endorsed as noted above.
C. Bid security in the amount of five (5%) percent of the Base Bid [exclusive of numbered
Alternates] as indicated on the Bid Proposal form shall accompany the bid submittal. Bid
security shall be in the form of a bank draft or certified check and drawn upon a responsible,
solvent bank and payable to the City of Ballwin, Missouri or a satisfactory Bid Bond executed by
the bidder and by a good and sufficient surety authorized to do business in Missouri. The bid
security shall be refunded or returned to the bidder upon the faithful performance of the
conditions of the Bid Proposal to the satisfaction of the City of Ballwin.
D. The successful bidder shall be required within seven (7) days of receipt of written
notification of award from the City of Ballwin to execute the City-Contractor Agreement and to
furnish a satisfactory Payment, Performance and Guarantee Bond with a good and sufficient
surety authorized to do business in the State of Missouri in the full amount of the bid submitted
based on the bid quantity listed on the Bid Proposal form. The Payment, Performance and
Guarantee Bond furnished shall meet all requirements of section 107.170 and 290.250 of the
Revised Statutes of Missouri, as amended, and shall guarantee the faithful performance of the
Work.
E. No bid shall be considered unless the offering bidder shall furnish evidence satisfactory
to the City of Ballwin that the bidder has the necessary facilities, ability and pecuniary resources
to fulfill the conditions of the Contract Documents. The low bidder or any other bidder may be
required to submit financial statements.
F. All bids shall be made for materials in the different classes furnished in the Work
complete, and no bid proposal will be made or considered on any part of the Work not complete
in place, nor on materials except in completed work, unless specifically otherwise provided for in
the Plans and Specifications.
G. Attention of the bidders is directed to the requirement that work on the project shall
commence TBD.
H. No bid shall be withdrawn after the opening of bids for a period of ninety (90) calendar
days after the closing time for acceptance of bids. Any bidder may withdraw a bid personally or
by telegraphic or written request at any time prior to the closing time for the acceptance of bids.
I. The Contractor and each subcontractor engaged on the Project shall keep posted in a
prominent and easily accessible place at the Project site a clearly legible statement of all
prevailing hourly wage rates to be paid to all workers employed on the construction of the
Project. The statement shall remain continuously posted during the full time that any worker
shall be employed on the Project.
J. Bidder shall perform with his own organization, work amounting to not less than 50
percent of the total contract cost.
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City of Ballwin RFP 26-16
7. Itemized Bids
Each bid shall be itemized in component parts as set out on the Bid Proposal form to be
submitted on or before the date and time for receiving bids. Each bid shall specify unit prices for
all items and shall make extensions based upon the quantities listed. The sum of the products of
the quantities listed in the Bid Proposal form as submitted, multiplied by the unit price bid, shall
constitute the gross sum bid.
8. Bidder's Duties
A. Bidders shall thoroughly examine the Plans and Specifications for the Project, and also
the Project site, shall inform themselves fully of the conditions relating to construction and labor
under which the Work will be performed and shall judge for themselves all the circumstances
affecting the cost and nature of the Work and the Project. By submitting a bid, each bidder
represents that the bidder has inspected the Project site and is thoroughly familiar with the Bid
Documents and all requirements for performance of the Work and failure of the bidder to do so
shall not relieve the successful bidder of the obligation to furnish all labor, materials and
equipment necessary to carry out the provisions of the Contract Documents and to complete the
Project in accordance with the Contract Documents for the consideration set forth in the bid
submitted.
B. The Contractor shall employ, insofar as possible, such methods and means in carrying out
the Work as will not cause any interruption or any interference with any other contractor.
C. In a case of doubt as to the true meaning of any part of the Plans and Specifications, or
any other of the Bid Documents, any person who has obtained a copy of the Bid Documents may
submit to the City of Ballwin a written request for an interpretation thereof. The person
submitting the request shall be responsible for its prompt delivery. Any such interpretation will
be rendered only by written addendum duly issued and a copy of such addendum will be mailed
or delivered to each person listed by the City of Ballwin as having obtained a copy of the Bid
Documents. The City of Ballwin shall not be responsible for any other explanation or
interpretation of the Bid Documents.
D. To be considered, each bid submitted shall be accompanied by at least three (3)
references regarding prior work of the bidder on public works contracts in Missouri.
9. Bidder Disqualifications
No contract will be awarded by the City of Ballwin to any person, firm or corporation: (i) who
has been delinquent or unfaithful in any other prior contract for construction with the City of
Ballwin; (ii) who has defaulted as surety or otherwise upon any contractual monetary obligation
to the City of Ballwin; (iii) who appears on the Missouri Secretary of State's list of violators of
the Prevailing Wage Law.
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City of Ballwin RFP 26-16
10. Return of Bid Security
The City of Ballwin shall return the bid security of all except the three apparent lowest bidders
for the Project within three (3) business days after the opening of bids. Bid security of the three
apparent lowest Bidders shall be returned within 48 hours after the City of Ballwin has accepted
a Payment, Performance and Guarantee Bond and has approved and executed a City-Contractor
Agreement.
11. Right To Reject Bids
The City of Ballwin intends to award a contract based on the bid that, in the City of Ballwin's
sole discretion, best meets the interests and requirements of the City. The City of Ballwin
reserves the right in the City's sole discretion to reject any and all bids, to waive technicalities or
deficiencies in any or all bids, to negotiate with any or all bidders or others for more favorable
terms or prices, and to award a contract to other than the bidder submitting the lowest cost bid
proposal, with or without negotiation. The City of Ballwin reserves the right not to open a sole
bid.
12. Insurance
The Contractor shall obtain and maintain during the term of the Project and the City-Contractor
Agreement the insurance coverages set forth in this paragraph. Insurance policies providing
required coverages shall be with companies licensed to do business in the State of Missouri and
rated AA by Best or equivalent. All costs of obtaining and maintaining insurance coverages
shall be included in the bid and no additional payment will be made therefore by the City of
Ballwin.
Minimum coverages and amounts
Employer's Liability $2,000,000 each person
Comprehensive Automobile Liability Insurance $2,000,000 each person
Bodily Injury $2,000,000 each accident
Property Damage $1,000,000 each accident
Comprehensive General Liability Insurance $2,000,000 each person
Bodily Injury $2,000,000 each person
Property Damage $1,000,000 each aggregate
In addition, the Contractor and all subcontractors shall provide Worker's Compensation
Insurance in at least statutory amounts for all workers employed at the Project site. [The
Contractor shall also provide a policy of Builder's Risk Insurance in the amount of 100% of the
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City of Ballwin RFP 26-16
complete insurable value of the Project, which policy shall protect the Contractor and the City of
Ballwin, as their respective interests shall appear].
Before commencing any work, the Contractor shall provide to the City of Ballwin certificates of
insurance evidencing the issuance and maintenance in force of the coverages required by this
paragraph. Each such certificate shall show the City of Ballwin as an additional insured and
shall bear an endorsement precluding cancellation of or change in coverage without at least thirty
(30) days written notice to the City of Ballwin.
13. Delays, Extensions of Time
A. Should the Contractor be delayed at any time during the execution of the Work by
changes in the scope of work, or by strikes, lockouts, fire, unusual transportation delays,
unavoidable casualties, or other delay beyond the control of and not reasonably foreseeable by
the Contractor and such delay is approved by the City of Ballwin, the time for completion shall
be extended for a period commensurate with the period of the delay.
B. In such event, the Contractor may submit a written request for a time extension within
seven (7) calendar days of the occurrence of the event causing the delay.
C. Inclement weather shall not be considered a valid reason for extension of time, unless
abnormal for the season and place of work. The Contractor shall make proper allowance for
inclement weather in the bid submitted.
D. In case of continuing delay, a single request for time extension by the Contractor shall be
sufficient.
14. Liquidated Damages
In submitting a bid, the Contractor agrees and acknowledges that time is of the essence
and that a delay in the prosecution of the work and the project will inconvenience the public and
increase administrative costs of the City of Ballwin, the costs of which the Contractor and the
City of Ballwin are incapable of ascertaining at this time. Should the Contractor, or in the case of
the Contractor's default, the surety, fail to complete the work within the time stipulated in this
agreement, or within an extension of time as may be allowed by the City of Ballwin set forth in
paragraph 14, above, the Contractor (or surety, as applicable) shall pay to the City of Ballwin as
liquidated damages, and not as a penalty, the sum of Four Hundred Seventy Five Dollars
($475.00) for each calendar day that the work remains uncompleted after the time allowed for
completion, including approved extensions. In the sole discretion of the City of Ballwin, the
amount of liquidated damages may be deducted from any money due the contractor under this
agreement. Permitting the Contractor to finish the work or any part thereof after the expiration of
the time for completion or any approved extension, shall in no way operate as a waiver of the
City of Ballwin of any rights under this agreement.
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City of Ballwin RFP 26-16
15. Observation and Final Inspection
A. The City of Ballwin shall have access at all times to the Project for the purpose of
observation. The Contractor shall provide proper and adequate facilities for such access and
observation.
B. When the Contractor has completed all Work, the City of Ballwin shall make a final
inspection to determine conformity to the Contract Documents. The Contractor shall provide, at
the Contractor's sole expense, all equipment and assistance necessary for such final inspection,
including all tests specified herein or required by law. All cost for providing such equipment and
assistance shall be included in the bid submitted and no additional payment therefore will be
made by the City of Ballwin.
16. Coordination
A. The Contractor shall contact and coordinate with all affected utilities prior to
commencing any operations.
B. The Contractor shall coordinate operations with the City of Ballwin. As a minimum, the
Contractor shall notify the Superintendent of Parks & Facilities at least 72 hours prior to
commencement of work. The Contractor shall additionally provide the Park Superintendent with
the name and phone number of a responsible contact person for after hours and weekend
emergencies.
17. Permits and Licenses
Prior to commencing any work on the Project, the Contractor shall secure and pay for all permits
and licenses from all agencies having jurisdiction over the Project, including by way of
illustration, the City of Ballwin.
18. Inspection and Maintenance
A. The City of Ballwin will provide inspection on this Project. The Contractor shall be
responsible for notifying the Superintendent a minimum of 48 hours prior to scheduling of a
required inspection.
B. Any material or workmanship which the Superintendent determines does not meet
requirements of the Specifications will be rejected. At the direction of the Superintendent, the
Contractor shall remove and replace the rejected material with acceptable material at no cost to
the City.
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City of Ballwin RFP 26-16
C. The Contractor shall be responsible for keeping clean, i.e. free from mud, dirt, rock, and
debris at all times all City streets used by the Contractor in connection with the Work and the
Project. Should any accumulation be deemed excessive, the Superintendent may direct the
Contractor to thoroughly wash or remove the debris from the street at no cost to the City.
19. Award of Contract
Except in cases where the City of Ballwin exercises the right to reject any or all bids or to
negotiate with any or all bidders, the City of Ballwin will award a contract for the Work and the
Project as soon as practicable after closing of the time for accepting bids, to the bidder who has
submitted the lowest bid which complies in all respects with requirements of the Bid Documents.
20. Progress Payments
A. The Contractor shall submit requests for payment not more than once monthly. All
requests for payment shall be itemized and shall reflect an estimate of the proportionate value of
work actually performed at the Project site through the last day of the previous month. With
each monthly request, the Contractor shall additionally submit partial lien waivers for work
covered by the request for payment. Lien waivers for all Work shall be required prior to final
acceptance. Ten percent (10%) of the amount of each monthly request for payment shall be
withheld until after completion by the Contractor and acceptance by the City of Ballwin of all
Work.
B. No progress payment made by the City of Ballwin except the certificate of final payment,
shall be evidence of the satisfactory performance of the Work, either wholly or in part. No
payment made by the City of Ballwin shall be construed to be an acceptance of work or materials
determined to be defective or improper.
21. Special Sales Tax Provisions
The City of Ballwin intends to take maximum advantage of the City's sales tax exemption status.
Accordingly, CONTRACTORS SHALL NOT INCLUDE SALES TAX IN BID PROPOSAL
AMOUNTS. Compliance with these procedures is COMPULSORY and for the benefit of the
City of Ballwin.
REQUIREMENTS INCLUDE:
A. CITY OF BALLWIN shall:
Furnish the Contractor a "Project Tax Exemption Certificate" which shall include the following:
1. City of Ballwin's name, address, Missouri tax identification number and signature of
authorized representative;
2. The project location, description, and unique identification number;
3. The date the City-Contractor Agreement is entered into, which is the earliest date
materials may be purchased for the project on a tax-exempt basis;
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City of Ballwin RFP 26-16
4. The date of completion for the Project; TBD
5. The Tax Exemption Certificate expiration date. Such certificate is renewable for a given
project at the option of the City of Ballwin, only for the purpose of revising the certificate
expiration date as necessary to complete the Project.
B. THE CONTRACTOR shall:
1. Furnish the Project Tax Exemption Certificate to all subcontractors. The Contractor and
any subcontractor purchasing materials shall present, on behalf of the City of Ballwin, all
tangible personal property and materials to be incorporated into or consumed in the
construction of the Project and no other on a tax-exempt basis. SUPPLIERS SHALL
EXECUTE TO THE PURCHASING CONTRACTOR OR SUBCONTRACTOR
INVOICES MADE OUT TO THE CONTRACTOR. THE INVOICES MUST
ALSO BEAR THE NAME OF THE CITY OF BALLWIN AND THE PROJECT
IDENTIFICATION NUMBER. Nothing in this section shall be deemed to exempt the
purchase of any construction machinery, equipment, or tools used in constructing,
repairing or remodeling facilities for the City of Ballwin. All invoices for all personal
property and materials purchased for the Project utilizing the Project Tax Exemption
Certificate shall be retained by the purchasing Contractor or subcontractor for a period of
five (5) years and shall be subject to audit by the Missouri Director of Revenue.
a. Any excess re-salable tangible personal property or materials which were
purchased for the Project by the Contractor or subcontractor under the Project Tax
Exemption Certificate but which were not incorporated into or consumed in the
construction of the Project shall either be returned to the supplier for credit or the
appropriate sales or use tax on such excess property or materials shall be paid by
the Contractor or subcontractor not later than the due date on the Contractor or
subcontractor's Missouri sales or use tax return following the month in which it
was determined that the materials were not to be used in the Project.
b. No Contractor, subcontractor or material supplier shall, upon audit, be required to
pay tax on tangible personal property and materials incorporated into or
consumed in the construction of the Project, due to the failure of the City of
Ballwin to revise the certificate expiration date as necessary to complete any work
required. If it is determined that tax is owed on such property and materials due
to the failure of the City of Ballwin to revise such certificate expiration date, the
City of Ballwin shall be liable for the tax owed.
2. Order all necessary materials and equipment (materials) to complete the Work and the
Project in accordance with the Plans and Specifications.
3. Inspect all delivered materials for conformance to specifications, damage, or breakage
and subsequently accept materials if found to be satisfactory.
a. Purchase of materials on behalf of the City of Ballwin shall not relieve the
Contractor of obligations to order, schedule deliveries, inspect, accept, or reject,
store, handle or install materials or perform any other duties required by the
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