26-056 Roofing Systems Maintenance and Repair

LEGAL NOTICE
INVITATION FOR FORMAL BID
IFB 26-056
For
Roofing System Maintenance & Repair
For
ST. CHARLES COUNTY GOVERNMENT
ST. CHARLES, MISSOURI
St. Charles County is seeking bids for Roofing System Maintenance & Repair. The vendor
must guarantee the quoted prices for a period of Ninety (90) days.

BID INSTRUCTIONS
One [1] signed original and one [1] signed copy of the bid must be received in a sealed envelope
plainly marked "26-056 Roofing System Maintenance & Repair" with the date and time of the
bid opening in the lower left corner of the envelope.
An authorized representative of the company/person submitting the bid must sign the bid, in
blue ink.
Bids must be submitted to the St. Charles County Finance Department, 201 North Second
Street Room 541 St. Charles MO 63301 prior to the bid opening.
Bid opening will be on 03/24/2026 at 10:00 AM, in Room 115 of the St. Charles County
Administration Building, 201 North Second Street, St. Charles, MO 63301.
St. Charles County reserves the right to accept and/or reject any and all bids.
Bid results may be obtained by going to our St Charles County Government website @
http://www.sccmo.org/Bids.aspx click on "show Closed/Awarded/Cancelled bids", select
bid and click on "related documents". No phone calls please. The time it takes for final
bid results to be made public depends on the complexity of the project and the cost of the
project.
BID INQUIRIES
Any questions or clarifications concerning this Request for Bid must be submitted in writing via
E-mail (preferred), mail or fax to:
Donna Clayton
Finance Department, St. Charles County Government
201 North Second St
St. Charles, Missouri 63301
Fax: (636)949-3870
dclayton@sccmo.org
For questions or inquiries concerning the specifications please contact:
Nathan Wade, Assistant Director
Facilities Management Department, St Charles County Government
300 North Second St, Room 101
St. Charles, Missouri 63301
nwade@sccmo.org
The bid number and title shall be referenced on all correspondence.
All questions must be received no later than 2:00 PM on 03/17/2026. Any question
received after this deadline may not be answered.
Responses to questions/clarifications will be placed on the County's website
http://www.sccmo.org/Bids.aspx. Check this website frequently for updates and any
addendum that are issued.
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Prohibited Communication
Contact with any representative, other than through the procedure outlined in the
section titled "Bid Inquiries", concerning this request is prohibited PRIOR TO BID
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 Bid Opening may be
disqualified at the sole discretion of St. Charles County.
TERMS AND CONDITIONS
St. Charles County reserves the right to reject any and all bids or parts of a bid and waive
technicalities, and to adjust quantities.
All bids are final. No additions, deletions, corrections, or adjustments will be accepted after
the time of bid opening except by request of County.
All delivery costs or charges must be included in the F.O.B. destination bid price.
City, County and State of Missouri Sales Tax and Federal Taxes are not applicable to sales
made to St. Charles County and must be excluded.
The contract, provided in Exhibit A, shall be effective for the approximate twelve (12) month
period from the date of execution.
The County, with the consent of the vendor, shall have the option to renew said contract for
four (4) additional twelve (12) month period at the same specifications and terms and
conditions of any contract that may be derived from this request for proposal.
The electronic version of this bid/RFP is available upon request. The document was
entered into WORD for Microsoft Windows. The Purchasing Office does not guarantee the
completeness and accuracy of any information provided on the electronic version.
Therefore, respondents are cautioned that the hard copy of this bid/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.
Vendors are required to clearly identify any deviations from the specifications in this
document.
Vendors must submit two [2] signed copies of their bid; one is to be an original and so
marked.
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 bid.
St. Charles County will not award any bid 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.
Sealed proposals received after the designated time of the receipt of the sealed proposals
will be considered as "No Bid" and "Void" and will not be opened.
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Name of Company or Individual

The successful bidder is specifically denied the right of using in any form or medium the
names of St. Charles County or any other public agency within St. Charles County
Government for public advertising unless express written permission is granted.
All bidders must possess the necessary and appropriate business and/or professional
licenses in their field.
The County will make its award to the lowest responsive, responsible bidder unless
additional criteria are established herein. When payments are to be made to the County,
the County will award based on payments unless these documents establish additional
criteria. As used for this award, "responsive" shall mean a bid that conforms in all respects
with the terms and conditions of the County's requirements. As used for this award,
"responsible" shall mean that the bidder has the capability in all respects to perform fully
the contract requirements, and the integrity and reliability which will assure good faith
performance.
County reserves the right to accept any item or group of items offered, unless the bidder
qualifies his bid by specific limitations. The bid can be on an "all or none" basis if wording
in the bid so states and if all items solicited are included in the bid.
When applicable, provide unit prices and extension prices. Where there is disagreement in
the unit and extension prices, the unit price shall govern.
MISSOURI PREVAILING HOURLY WAGE RATES:
The proposal for this Contract shall be based upon the required payment by the Bidder for
wages for each craft or type of workmen required to execute the Contract as determined
by the Department of Labor and Industrial Relations of Missouri, pursuant to Sections
290.210 to 290.340, RSMo. For those projects with a total cost of more than $75,000.00, a
schedule of such prevailing hourly rate of wages as determined by the Department of
Labor and Industrial Relations of Missouri, pursuant to said statutory provisions and made
a part of this Contract, Annual Wage Order #32, as of June 2025.
Effective August 28, 2018, the provisions of sections 290.210 to 290.340 shall not apply to
the construction of public works for which either the engineer's estimate of the bid
accepted by the County for the total project is in the amount of $75,000.00 or less. For any
awarded bid in the amount of $75,000.00 or less that becomes subject to a contract
amendment that increases the total project cost in excess of $75,000.00, the provisions of
290.210 to 290.340 shall apply only to that portion of the project that is in excess of
$75,000.00.
INSURANCE:
The successful bidder must agree to provide and maintain during the life of the Contract
the insurance(s) listed below, in the minimum amounts specified, with an insurance
company licensed to do business in the State of Missouri. All policies must name the
County as an additional insured and provide for thirty (30) days written notice prior to any
material changes or cancellation. Successful bidder will be awarded contract once a
Certificate of Insurance is provided.
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Worker's Compensation and Employer's Liability: Statutory WC limits as required by the
Statutes of the State of Missouri (or a qualified self-insurer) and Employers Liability in
an amount of no less than $1.0 million.
Automobile, General Liability and Property Damage: The Contractor shall maintain the
following minimum amounts of automobile, general liability, and property damage
insurance coverage during the life of the contract:
$1,000,000 for bodily injury or death to any one person and $3,000,000 per occurrence
for automobile and general liability coverage; and property damage coverage of at
least $1,000,000. A Combined Single Limit Policy in the amount of $3,000,000 is an
acceptable alternative. Automobile coverage must include non-owned vehicles.
The Automobile & General Liabilities policies shall be endorsed to include the County
as an additional insured including the following language: Nothing in this endorsement
shall serve to operate as a waiver of the County's Sovereign Immunity or broaden the
liability of the County beyond the provisions of Sections 537.600 to 537.610 of the Revised
Statutes of Missouri. Vendor shall provide for 30 days advance written notice of any
material change. A Waiver of Subrogation in favor of the County shall be endorsed on
each of the policies. The required insurance shall be primary insurance with respect to
any other insurance or self-insurance programs maintained by the County.
A Certificate of Insurance evidencing the above coverage(s) together with a copy of the
required endorsements shall be provided to the County prior to the commencement of
any work.
It shall be the contractor's responsibility to keep the respective insurance policies and
coverages of any sub-contractor current and in force for the life of the contract.
Architects/Design Engineers: Errors and Omissions (Professional Liability): with limits
of not less than 1,000,000.000 per claim/$3,000,000.00 aggregate covering all services
provided by the Contract. Coverage to be written on a claims-made basis.
a. Additional Requirements: The Automobile & General Liabilities policies shall
be endorsed to include the County as an additional insured including the
following language: "Nothing in this endorsement shall serve to operate as a
waiver of the County's Sovereign Immunity or broaden the liability of the County
beyond the provisions of Sections 537.600 to 537.610 of the Revised Statutes of
Missouri". Contractor shall provide 30 days advance written notice of any
material change. A Waiver of Subrogation in favor of the County shall be
endorsed on each of the policies. The required insurance shall be primary
insurance with respect to any other insurance or self-insurance programs
maintained by the County. A Certificate of Insurance evidencing the above
coverage(s) together with a copy of the required endorsements shall be provided
to the County prior to the commencement of any work. It shall be the
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Contractor's responsibility to keep the respective insurance policies and
coverages current and in force for the life of the contract.
b. Subcontractor's Coverage: It shall be the Contractor's responsibility to ensure
that all subcontractor's maintain the same coverages and limits as outlined
herein.
BONDS: Performance Bond - A 100% Performance and Payment Bond in favor of the
Owner. The Security Co. representing Contractor must be authorized to do business in
the State of Missouri and be approved by Owner. Performance and Payment bond will be
required if project is $50,000.00 or greater.
Employment of Unauthorized Aliens Prohibited (Missouri Revised Statutes Section 285.530)
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**, affirm its enrollment and participation in a federal work authorization
program (E-Verify) with respect to the employees working in connection with the contracted
services. Every such business entity shall sign an affidavit affirming that it does not knowingly
employ any person who is an unauthorized alien in connection with the contracted services.
[RSMO 285.530 (2)]
An employer may enroll and participate in a federal work authorization program (E-Verify) and
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 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)]
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 in included in this bid request. Vendors may
choose to send the required documentation using one of the following options:
Send the notarized affidavit and E-Verify MOU signature page to: St. Charles County,
Attn: Purchasing Manager, 201 N Second Street, Room 541, St. Charles, MO
63301prior to responding to any solicitations; OR
Send the notarized affidavit and E-Verify MOU signature page along with a bid
solicitation response.
These documents will be kept on file. The notarized affidavit and E-Verify MOU signature page
will remain current for one year from the date of the notarized affidavit.
** PLEASE NOTE:
Acceptable enrollment and participation documentation consists of a valid copy of the signature page of
the E-Verify Memorandum of Understanding, completed and signed by the Contractor, and the
Department of Homeland Security - Verification Division
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The online address to enroll in the E-verify program is:
https://everify.uscis.gov/account/enroll
Open Records
Any and all information contained in or submitted with the bid becomes a public record subject
to the Missouri Sunshine Law. The County may include any information submitted with the bid
or submitted to the County during the award or review process in the County's public records,
public agendas, or public meetings. If the bidder believes that any information contained in or
submitted with the bid is protected from disclosure by the Missouri Sunshine Law, the bidder
must clearly identify what information the bidder believes is so protected and must also clearly
identify the legal basis therefore. Simply marking a document with "confidential" or similar
watermarks, notations, etc. shall not be sufficient to prevent disclosure of submitted
information.
Veteran Friendly Employment Policy
"Indicate whether you have developed a veteran friendly employment policy and, if so, attach
a copy of such policy to your response as a point of information."
_____ "YES" our company has a veteran friendly employment policy.
_____ "NO" our company does not have a veteran friendly employment policy.
Please include a copy of your veteran friendly employment policy with your submission.
Interview Conference
After an initial screening of the submitted bids, any, or all of the companies
submitting a bid in response to this IFB may be required to give an oral presentation
or demonstration of their bid. 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 companies.
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 submitted bid, presentations, demonstration,
interviews, or references, in the evaluation process.
Responsibility to Submit Information:
By submitting a bid in response to this IFB, each company acknowledges, affirms
and agrees that it is the company'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 company's proposal. Failure of the company
to submit such information in its bid may constitute grounds for rejection of the bid.
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Page 7 of 21 _______________________________________
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Description of Scope:
St. Charles County Government is seeking bids for the maintenance and repair of various
types of roofing systems for the Facilities Department of St. Charles County Government.
The vendor must itemize labor rates and a material mark-up rate such that maintenance and
repair of the various roofing systems can be performed on a time and material cost basis
when such work is authorized by the County.
General Conditions:
The Contractor must comply with all Federal and State Employment / Labor regulations
including those from the U.S. "Occupational Safety and Health Administration".
The Contractor must provide all applicable Insurance Certificates to the County upon the
award of the bid.
The Contractor must specifically claim and include any exclusions or deviations from the
bid specifications with the proposal submitted.
The Contractor shall work Monday through Friday between the hours of 7:30 am and 4:00
pm. Any changes to the specified work schedule are subject to approval by the Facilities
Management Contact at least 2 days before the change occurs.
The Contractor shall have all necessary licenses (that shall be current and maintained
during the contract term) with the County and State of Missouri.
The Contractor shall provide a key contact for the work. This key contact shall notify the
County Facilities Management contact when the Contractor will be performing work.
The Contractor shall notify the Facilities Management contact of any deficiencies that may
impact project cost. The Contractor shall provide a cost for any deficiencies and shall not
proceed with work until the Facilities Management contact issues a notice to proceed .
Should the Contractor proceed without proper written authorization, Contractor will be
performing work at risk and County will not provide payment for said work.
There shall be no smoking or use of tobacco products inside the facility, or on the roof of
the facility. Contractor shall be liable for roof cigarette burns. No smoking shall occur
within 15 feet of all building entrances, or on the roof of,per County Ordinance No. 18-070.
This also applies to electronic smoking devices.
If prices submitted by bidder are itemized, the County may elect any or all itemized
services at the pricing submitted without impact to separate itemized services or prices.
Signature of bidder indicates that bidder understands and will comply with all terms and
conditions and all other specifications made a part of this Invitation for formal Bid and any
subsequent award or contract. All terms, conditions and representations made in this
invitation will become an integral part of the contract.
The Contractor shall notify the County Facilities Management contact no less than 2 days
in advance and get permission before proceeding with disruptive operations.
This is a turnkey work and as such the bid shall include all necessary trades and a
subcontract of the contractor for the bid to be considered.
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The Contractor must comply with all provisions of the Prevailing Wage Law under under
Annual Wage Order #32, as of June 26, 2025 for this project. The contractor will forfeit a
penalty to the County of $100 per day (or portion of a day) if a worker is paid less than
the prevailing rate for any work done under the contract by the contractor or by any
subcontractor (see section 290.250, RSMo). Certified Payroll shall be submitted with
request for payment.
Quoting Labor Costs:
The Contractor must quote hourly rates for regular, overtime, and holiday pay for both
Journeymen and Foremen. The quoted labor rates shall include all charges for overhead
expenses such as but not limited to employment taxes, insurance, hand tools, portable
power tools, and light duty trucks.
The Contractor shall also quote pay rates for any positions that the Contractor utilizes in
addition to the aforementioned Journeymen and Foremen.
The Contractor must specifically disclose any operational practices that will impact the cost
of the County's roof inspections and repairs. For example, a Contractor must disclose if
they implement a safety program that requires the Contractor to dispatch a minimum of two
employees for every service call.
The Contractor must not charge the County any flat rate service call fee or any form of fuel
surcharge in addition to the labor rates charged. The Contractor must include these costs
in the hourly pay rates quoted.
The Contractor shall quote a percentage increase for labor rates to be charged in the 2nd
Year, 3rd Year, 4th Year and 5th Year relative to the labor rates quoted by the Contractor for
the base year.
Quoting Material and Equipment Rental Mark-Up:
The Contractor must specifically quote the percentage mark-up that the Contractor will
charge the County for all materials it purchases or all equipment it rents for the repair or
modification of a roofing system. The Contractor shall charge the County for the
Contractor's cost plus the quoted percentage mark-up for all materials purchased and
equipment rented during the repair or modification of a roofing system.
The Contractor must maintain its purchase records for a minimum period of two years such
that the records are available for audit upon the written request of the County.
Debris Removal and Site Restoration:
The Contractor must leave the work site in the same condition as that found by the
Contractor before any work was performed. The Contractor is responsible for moving and
distributing any roof ballast materials as required for the Contractor to perform the
necessary work.
The Contractor must remove and dispose of all debris, installation materials, and adhesives
according to all Local, State, and Federal regulations.
The Contractor must provide an appropriate certificate of disposal for the subject debris
upon request of the County
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Exception Sheet
If the item(s) and/or services proposed in the response to this bid is in any way different from
that contained in this proposal or bid, the bidder is responsible to clearly identify all such
differences in the space provided below. Otherwise, the County shall assume bidder's offer to
be in total compliance with all aspects of the proposal or bid.
Efforts by Bidder to impose material exceptions not noted on this sheet may lead to
County terminating negotiations and pursuing those rights related to any submitted Bid
Bond(s).
Below are the exceptions or differences to the stated specifications (attach additional sheets
as needed):
Date:
Signature:
Title:
Company:
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