26-076 Material Testing Services - Hopwell Road

LEGAL NOTICE
INVITATION FOR FORMAL BID
IFB 26-076
For
MATERIAL TESTING SERVICES
HOPEWELL ROAD PROJECT
For
ST. CHARLES COUNTY GOVERNMENT
ST. CHARLES, MISSOURI
St. Charles County is seeking bids for Hopewell Road Project Material Testing
Services. All bid prices submitted must be guaranteed for 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 "26-076 Hopewell Road Project Material Testing Services" 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 6/10/2026 at 10:00 AM, in Room 116 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:
Lenore Moore
St. Charles County Government
Finance Department
201 North Second St
St. Charles, Missouri 63301
Fax: (636)949-7589
lmoore@sccmo.org
For questions or inquiries concerning the specifications please contact:
Nathan Tormala, Highway Construction Manager
St. Charles County Government
Highway Department
301 North Third Street
St. Charles, Missouri 63301
Fax: (636)949-7307
highway@sccmo.org
The bid number and title shall be referenced on all correspondence.
All questions must be received no later than 3:00 PM on 6/3/2026. 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.
26-076 Hopewell Road Material Testing Services Proposal Response from (please complete)
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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 Offer or engaging in such prohibited communications prior to Bid Opening may be
disqualified at the sole discretion of St. Charles County.
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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 will be considered final. No additions, deletions, corrections, or adjustments will be
accepted after the time of bid opening.
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 shall be effective for the approximate twelve (12) month period from the date of
the notice of award.
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.
An authorized officer of the company submitting the bid must sign all bids, in blue ink.
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.
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.
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The County will make its award to the lowest responsive, responsible bidder unless additional
criteria is 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.
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 is 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
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.
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.
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Open Records
Any and all information contained in or submitted with the bid becomes a public record subject to the
Missouri Sunshine Law when the bids are opened. 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 therefor.
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.
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BID SPECIFICATIONS
Services anticipated under this proposal include material testing as required for the construction of
the proposed roadway improvement project. The project is as follows:
Hopewell Road Improvement Project
o Soil and Base rock: density, gradation, PI and compaction
o Asphalt: gradation, AC content, 4" core compaction and deleterious content
o Concrete: aggregate gradation and deleterious content
All testing will be subject to review and approval of representatives of St. Charles County Highway
Department and Missouri Department of Transportation. All representatives must be certified in
the discipline of work to be performed (including MoDOT Certification) and 24-hour notice
must be given prior to personnel or change of personnel reporting to the job site.
The County intends to issue a Notice to Proceed on or about June 1, 2026 for the material testing
project. All prices submitted as part of this proposal are to be per each test, as described, and are to
be good for the duration of the project, which by contract is noted to be complete by January 31,
2027. The County will not be held responsible for extensions of time necessary to complete the work
because of utility delays, weather delays and/or for the contractor's inability to complete the work
within the allotted time.
The type and number of tests to be conducted on this project are estimated and are based on a
testing frequency as follows:
Asphalt Compaction - every 100 feet per lane per lift of fill material (Minimum of 8 cores per day of
production or at engineer's discretion)
Rock Base Compaction - every 100 feet per lane per lift of material
Once work on the project gets underway, the selected testing agency will be expected to respond to
the County's request for testing within 24 hours of notification by the County.
Tests are to be run by individuals with the necessary background and training (MoDOT Certification)
to properly conduct and report all tests and results. If the personnel dispatched to this project are
found to be lacking in the expertise or experience necessary to properly conduct the tests as
determined by St. Charles County Highway Department or MoDOT, the testing agency will be
required to remove that person from the project and re-conduct tests as necessary by a properly
qualified individual. There will be no payment for the re-tests determined to be necessary as a result
of unqualified individuals or improper technique.
Immediately upon the completion of each test, an oral report of the results must be given to the on-
site County representative and if available, a representative of the contractor. If no County
representative is on site, efforts must be made to reach the designated County representative by
phone and/or fax, especially in cases of test results not meeting contract specifications.
Written reports of findings must be submitted on bi-weekly basis. These reports must include the
date, location, and result of each test run, along with the minimum standard as required by the
specifications. Comments regarding failed tests and corrective action taken by the contractor, along
with identification of subsequent re-tests, must also be included.
Prices shown shall include all incidentals, including mileage, equipment, clerical, reporting, etc. for
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each particular type of test. The actual number of each type of test found necessary is subject to
change, and payment will be made at the unit price for the actual number of tests run.
Payment for services shall be made based on monthly invoices submitted by the testing agency.
Invoices must include an itemization of the number of each type of test run and the unit price, along
with a total amount owed.
The County reserves the right to withhold payment of any invoice if the required reports have not
been received for the billing period covered by the invoice. Payment would be made following receipt
of the required reports.
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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, it will be assumed that the bidder's offer is in total compliance
with all aspects of the proposal or bid.
Below are the exceptions or differences to the stated specifications (attach additional sheets as
needed):
Date:
Signature:
Title:
Company:
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