RFB - Parking Lot Maintenance at McClay Branch

Request For Bid
St. Charles City-County Library District
Parking Lot Maintenance at
McClay Branch
2760 McClay Road, St. Charles, MO 63303
July 16, 2026

St. Charles City-County Library District
Parking Lot Maintenance at
McClay Branch
Request for Bid Schedule
Issue Date: July 16, 2026
The St. Charles City-County Library District seeks bids to
resurface, pave and stripe the parking lot at the McClay
Description:
Branch located at 2760 McClay Road, St. Charles, MO
63303
Web site address: https://www.stchlibrary.org/bids-and-rfps
St. Charles City-County Library District
Central Services Building
Ms. Chris Donnelly
Purchasing & Building Project Manager
Bid Delivery Address:
77 Boone Hills Drive, St. Peters, MO 63376
(by mail or hand delivered)
Note: Hand-delivered bids are to be placed in the
package bin located on the Central Services
Building loading dock.
Ms. Chris Donnelly
Purchasing & Building Project Manager
Bid Administrator:
636-441-2300 x1564
cdonnelly@stchlibrary.org
Thursday, July 23, 2026, by 2:00 pm CT
Email questions to:
Written Questions Due:
Tauquincy Logan, Facilities & Logistics Manager
purchasing@stchlibrary.org
Response to Questions Issued by Thursday, July 30, by 2:00 pm CT
Addendum: https://www.stchlibrary.org/bids-and-rfps
Bids Due: Wednesday, August 5, 2026 by 1:00 pm CT
Wednesday, August 5, 2026 at 1:15 pm CT
St. Charles City-County Library
Public Bid Opening: Central Services Building
77 Boone Hills Drive
Saint Peters, MO 63376
Notice of Award: Upon Board of Trustees Approval
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Request For Bid
St. Charles City-County Library District
Parking Lot Maintenance at
McClay Branch
July 16, 2026
The Board of Trustees of the St. Charles City-County District (the "Library") requests the
submission of Bids ("Bid" or "Bids") in response to this Request for Bid from qualified
businesses for Parking Lot Maintenance (the "Project") for the following location: McClay
Branch, 2760 McClay Road, St. Charles, MO 63303 the ("Project Location"). All Bids must be
received no later than 1:00 pm CT on Wednesday, August 5 , 2026, by:
Ms. Chris Donnelly
Purchasing & Buildings Project Manager
St. Charles City-County Library District
Central Services Building
77 Boone Hills Drive
St. Peters, Missouri 63376
Bidders are responsible for examination of all the documents and requirements for the Project. A
Bidder shall complete the Bid as required in this Request for Bids and deliver the completed Bid
in a sealed envelope marked "Parking Lot Maintenance at McClay Branch RFB."
To preserve the integrity of the selection process, questions regarding this Request for Bid should
only be directed to Ms. Tauquincy Logan by email at purchasing@stchlibrary.org. The email
subject line should be "Parking Lot Maintenance at McClay Branch RFB - Inquiry". The
deadline for questions is 2:00 pm. CT, Thursday, July 23, 2026. Questions will be answered in an
addendum posted on the Library's website https://www.stchlibrary.org/bids-and-rfps by 2:00 pm
CT on Thursday, July 30, 2026.
It is anticipated that the Bids will be presented at a future Board of Trustees meeting.
The Library reserves the right to reject any and all Bids and to waive formalities in the best
interest of the Library.
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BACKGROUND
The Library is a political subdivision of the State of Missouri. The Board of Trustees ("Board of
Trustees") of the Library is a body corporate with all the powers and rights of like or similar
corporations serving more than 430,000 Library residents.
All management and control of the Library is vested in a Board of Trustees consisting of nine
Trustees appointed by the County Executive of St. Charles County or Mayor of the City of
St. Charles. The Trustees serve staggered three-year terms.
The Board of Trustees appoints the Chief Executive Officer ("CEO").
Missouri law prohibits all employers from employing aliens unlawfully present in the
United States to perform work within the State of Missouri, including the Project, and
Bidders must comply with the provisions relating thereto in Section 285.530 RSMo, as
amended.
State law also requires all employees working on the site of public works projects,
including the Project, to have received safety training pursuant to Section 292.675 RSMo,
as amended.
The successful Bidder(s) (contractor and subcontractors) must require all on-site
employees to complete the ten-hour construction safety training program required under
Section 292.675 RSMo, as amended, if they have not previously completed the program
and have documentation of having done so. The successful Bidder(s) will forfeit as a
penalty to the Library $2,500 plus an additional $100 for each employee employed by the
successful Bidder (contractor or subcontractor) for each calendar day or portion thereof,
such employee is employed without the required training.
In accordance with Section 290.250 RSMo, as amended, not less than the prevailing
hourly rate of wages, as set out in Annual Wage Order No. 33 and made a part of this
Request for Bid, must be paid to all workers performing work on the Project. The
successful Bidder(s) shall forfeit as a penalty to the Library $100 per day (or portion of a
day) for each worker that is paid less than the prevailing rate by the successful Bidder(s)
(contractor or any subcontractor).
Every transient employer must comply with Sections 285.230 through 285.234 RSMo, as
amended, when applicable.
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Pursuant to Sections 34.070 and 34.073, the Library prefers to purchase those materials,
products and supplies which are produced, manufactured, compounded, made or grown,
within the State of Missouri when they are found in marketable quantities and are of a
quality suited to the purpose intended, and can be secured without additional cost over
out-of-state products. Quality and fitness of articles will be considered in making
purchases or letting contracts. Similarly, in letting contracts for the performance of any
job or services, the Library prefers Missouri firms, corporations or individuals, or firms,
corporations or individuals which maintain Missouri offices, when the quality of
performance promised is equal and the price quoted is the same or less.
Public entities, as well as the successful Bidder(s), shall comply with these laws. Failure to
comply with many of these laws constitutes a misdemeanor for the successful Bidder(s). The
purpose of these laws is to protect the tax base, keep workers safe and ensure that construction
remains a high-skilled enterprise.
The Library is a Tax Exempt entity and the submitted Bid is to be without Missouri sales tax.
The Library will supply the successful Bidder(s) with a Certificate of Exemption from the
Missouri Sales Tax.
In addition to the general requirements listed above, the successful Bidder(s) shall comply with
all laws, ordinances, regulations, applicable zoning and building requirements, and orders of
federal, state, county, and local governing authorities pertaining and applicable to each Project
Location, the successful Bidder(s) and/or the Library.
Applicable insurance coverage must be provided by the successful Bidder before any work can
be started on the Project.
Contractor shall have full continuing responsibility to expedite and ensure delivery as required,
receive, store and install materials and equipment in accordance with the Contract Documents,
protect and maintain them in proper condition and repair, replace and make good any damage
thereto without cost to the Library until the work is accepted.
These general requirements, this Request to Bid, the 2026 Cox Project Specification Package,
drawings, schedules and instructions of the Project shall be incorporated in the contract and/or
purchase order signed by the parties should the Bidder be awarded a contract under this Request
for Bid. The successful Bidder is expected to enter into a written contract with the Library.
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BID REQUIREMENTS
1. The Bid must arrive no later than 1:00 pm CT on Wednesday, August 5, 2026. No bids
will be accepted after this time and any Bid arriving after this time will be returned
unopened. No bids will be accepted after this time and any Bid arriving after this time will be
returned unopened.
2. The Bid shall be delivered by mail, overnight delivery, or in-person** to:
Ms. Chris Donnelly
Purchasing & Buildings Project Manager
St. Charles City-County Library District
Central Services Building
77 Boone Hills Drive, St. Peters, MO 63376
**Note: In-person deliveries are to be placed in the package bin located on the Central Services
Building loading dock.
3. The Bid shall bear the following legend:
Parking Lot Maintenance at McClay Branch RFB
4. Each Bidder shall submit one complete copy of the Bid and one "public/press" copy of
the Bid from which the individual or firm should redact any information which it deems
confidential or proprietary. The Bid must clearly and easily identify the individual or firm
and contain the name, address, and a telephone number of its principal spokesperson,
which may be released by the Library as public information as required by applicable law
and/or Library policy.
5. Any Bidder desiring an explanation or interpretation of this Request for Bid must request
it in writing no later than 2:00 pm CT on Thursday, July 23, 2026, and such request
should be emailed only to Tauquincy Logan, Facilities and Logistics Manager, at
purchasing@stchlibrary.org.
6. Oral explanations or instructions given before the award of the contract will not be
binding. Any information given to a Bidder concerning a solicitation will be furnished
promptly to all other Bidders as an addendum of this Request for Bid, if that information
is necessary in submitting Bids or if the lack of it would be prejudicial to any other
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prospective Bidders. It is the responsibility of all Bidders to check the Library website
https://www.stchlibrary.org/bids-and-rfps for all issued Addenda prior to responding to
this RFB.
7. If this Request for Bid is amended, then all terms and conditions which are not modified
shall remain unchanged. Bidders shall acknowledge receipt of addendums to this
Request for Bids by identifying the addendum number and date on the Bid Form.
8. No Bid shall be withdrawn for a period of 90 days subsequent to the opening of the Bid
without prior written consent of the Library.
9. The COVER LETTER must indicate that the signer is authorized to bind the Bidder
contractually and must identify the title or position of the signer. The COVER LETTER
shall also contain the following:
(i) The Bidder's name, address, telephone number and email address;
(ii) A statement that (a) the Bidder is willing and able to provide the goods
and services required for a successful engagement; (b) the Bidder has read and
understands the Request for Bid; (c) the Bidder has visited and examined the
Project Location; and (d) the Bid is made in accordance with the Request for
Bid and is based upon the materials, products, systems and equipment required
by the Request for Bid;
(iii) The name of the individual within the Bidder, who will be the primary
contact concerning this engagement;
(iv) Copies of all license(s) from any applicable governing authority to do
business at the Project Location and certificate of good standing from the State
of Missouri, as applicable;
(v) Bid security in the form of a bid bond of not less than 5% of the Bid
amount; and
(vi) Documentation and sworn affidavit with respect to employees working
in connection with the Bid, affirming enrollment in a Federal Work
Authorization Program.
10. Any unsigned submission shall be rejected.
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11. Provide a Labor Rate Work Sheet for each applicable trade that clearly breaks down how
the values of straight, overtime and double time are derived. Provide any terms of
premium time and the rate effective dates. These rates may be used for Add Services.
12. The Library is not liable for any cost incurred by the Bidder prior to issuance of a legally
executed contract by the Library and/or purchase order authorized by the Library.
13. RFB Responses - All materials submitted by the Bidder in response to this RFB become
the sole property of the Library upon receipt. The material contained in the Bids will be
appended to the final contract, further defining the contractual responsibilities of the
successful Bidder.
14. Contractor shall obtain and execute a performance & payment bond in the amount of
100% of the contract price.
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SELECTION PROCEDURES
1. Bids will be accepted by mail, overnight delivery, or in-person by 1:00 pm CT on
Wednesday, August 5, 2026.
2. A Public Bid Opening will be conducted at 1:15 pm CT on Wednesday, August 5,
2026, at the St. Charles City-County Library District's Central Services Building located
at 77 Boone Hills Drive, Saint Peters, Missouri, 63376. The Bid Opening will be
documented and the results, once complete, will be posted on the website for viewing.
3. Bids shall be referred to and reviewed by a Selection Committee composed of members
selected by the CEO.
4. Bids that fail to adhere to the requirements of this Request for Bid may result in the Bid
being disqualified as non-responsive.
5. The Selection Committee will determine the lowest and best Bid. In determining the best
Bid, among other factors, the Library may consider all factors in this Request for Bid
including, but not limited to, the location of the Bidder and prior performance.
6. The Selection Committee will make a recommendation to the CEO, who will make a
recommendation to the Board of Trustees.
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AWARD
1. The Board of Trustees reserves the right to cancel this Request for Bid or to reject any and
all Bids and to waive formalities in the best interest of the Library.
2. The Board of Trustees reserves the right to split awards, make multiple awards and to
reject any and all Bids.
3. Subject to the rights reserved by the Library, an award will be made by the Board of
Trustees to the Bidder(s) determined to be the lowest and best Bid.
4. All Bidders will be notified of the Library's selection as soon as possible.
5. The successful Bidder(s) will be issued a Notice of Award. Within five (5) business days,
the successful Bidder(s) shall provide the following minimum documentation:
VENDOR shall maintain and have in effect throughout the duration of this Agreement the
following insurance coverage:
(a) Proof of the appropriate insurance coverage:
i. General Liability - Commercial general liability insurance must include bodily
injury and property damage liability, independent contractor's liability, and
contractual liability.
a. $1,000,000 each occurrence/$2,000,000 million general aggregate
ii. Worker's Compensation and Employee Liability - Missouri statutory amount
(mandatory)
iii. Auto
a. $1,000,000 combined single limits
iv. Professional Liability insurance with limits no less than $1,000,000 per
occurrence (pertains to consultants/architects/accountants - professional services)
v. Umbrella Liability Insurance with limits no less than $2,000,000 per
occurrence.
iv. Additional Endorsement: Additional Named Insured*:
St. Charles City-County Library District
77 Boone Hills Drive
Saint Peters, MO 63376
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