26-077 Sandwich Bread

LEGAL NOTICE
INVITATION FOR FORMAL BID
IFB 26-077
For
Sandwich Bread
For
ST. CHARLES COUNTY GOVERNMENT
ST. CHARLES, MISSOURI
St. Charles County is seeking bids for Sandwich Bread. The vendor must guarantee the quoted
prices for one year. The County with the consent of the vendor shall have the option for two (2) one
year extensions under the same terms and conditions. The county reserves the right to terminate the
contract for any violation, by the successful bidder, of any term or condition of the contract by giving
thirty (30) days written notice stating the reasons therefore and giving the party time to remedy any
deficiencies.

BID INSTRUCTIONS
One [1] signed original and one [1] signed copy of the bid must be received in a sealed envelope
plainly marked "26-077 Sandwich Bread" 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 06/01/2026 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 Faulkner
Purchasing Coordinator
St. Charles County Finance Department
201 North Second Street, Rm 541
St. Charles, MO 63301
lefaulkner@sccmo.org
Robin Edwards
Assistant Director
St Charles County Department of Corrections
301 N Second Street
St. Charles, MO 63301
redwards@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 05/22/2026. Any question received
after this deadline may not be answered.
Responses to questions/clarifications will be placed on the County's
websitehttp://www.sccmo.org/Bids.aspx. Check this website frequently for updates and any
addendum that are issued.
26-077 Sandwich Bread Proposal Response from (please complete)
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_________________________________________
Name of Company or individual

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 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 County, with the consent of the vendor, shall have the option to renew said contract for
two (2) additional twelve (12) month periods at the same specifications and terms and
conditions of any contract that may be derived from this bid.
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.
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_________________________________________
Name of Company or individual

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.
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.
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
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_________________________________________
Name of Company or individual

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.
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.
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.
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_________________________________________
Name of Company or individual

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
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 therefor.
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.
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_________________________________________
Name of Company or individual

BID SPECIFICATIONS
Solicitation
St. Charles County is soliciting bids from Respondents qualified, responsible and willing to provide
the following Goods and/or Services in compliance with all solicitation specifications and
requirements contained or referenced herein.
General Description
To provide St. Charles County with approximately 25,000 loaves of Fresh White Sandwich Bread
as per specifications called for herein.
Quantities
25,000 loaves - Fresh White Sandwich Bread 24 Oz. loaf with 28 Slices per Package
St. Charles County reserves the right to increase or decrease the quantities shown herein at any
time during the life of the contract to correspond to the needs of St. Charles County. Quantities
represent the approximate annual usage. Orders will be placed on an "AS-NEEDED" basis, with
quantities specified at time of order placement.
Delivery
All items shall be bid F.O.B. destination. The term F.O.B. Destination shall mean: delivered to St.
Charles County Criminal Justice Center, 301 North Second Street, St. Charles, MO 63301, with all
charges for transportation, unloading, inside delivery, and fuel surcharges paid by the Bidder. The
delivery schedule will be negotiated with the successful bidder. Under no circumstances will the
County be liable for additional delivery charges.
Emergency Purchases
The County reserves the right to make emergency purchases from other sources, should the Bidder
be unable to furnish Bread Products within the negotiated required time frame and may charge back
the Bidder for the difference between the contracted price and the higher emergency purchase price
including any additional delivery fees for said emergency purchases.
Payment
St. Charles County shall make payment from the Bidder's original invoice only; statements will not be
considered in authorizing payments to the Bidder. Invoice shall list the Sales/Delivery Ticket
numbers covering the deliveries made during said billing period and submitted to the "BILL TO"
address shown on the purchase order. The invoice must be accompanied by one copy of each
signed Sales/Delivery Ticket.
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_________________________________________
Name of Company or individual

BID FORM
Bid 23-107
Sandwich Bread
(Bidder name)
Submits the following bid for this project:
Estimated
Annual Unit
Product Description Quantities Brand Price Extension
Fresh White
Sandwich
Bread 24 oz loaf with 28 slices 25,000 loaves $ $
Total $
Maximum Price increase 1st Renewal Period __________%
Maximum Price Increase 2nd Renewal Period __________%
Authorized signature Date
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_________________________________________
Name of Company or individual

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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_________________________________________
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THIS FORM MUST BE COMPLETED AND ENCLOSED WITH THE BID
Audit Clause for Contracts
Examination of Records
The Contractor's records must include, but not be limited to, accounting records (hard copy, as well
as computer readable data), written policies and procedures, subcontractor files, indirect cost
records, overhead allocation records, correspondence, instructions, drawings, receipts, vouchers,
memoranda, and any other data relating to this contract shall be open to inspection and subject to
audit and/or reproduction by the County Auditor, or a duly authorized representative from the
County, at the County's expense. The contractor must preserve all such records for a period of three
years, unless permission to destroy them is granted by the County, or for such longer period as may
be required by law, after the final payment. Since the Contractor is not subject to the Missouri
Sunshine Law (Chapter 610, RSMo), information regarding the Contractor's operations, obtained
during audits, will be kept confidential.
The Contractor will require all subcontractors under this contract to comply with the provisions of this
article by including the requirements listed above in written contracts with the subcontractors.
Vendor Information
Company Name:
Business Address:
Business Hours:
Phone: Fax:
Email address:
Contact Person:
Authorized Signature: _________________________________________________
(Indicates acceptance of all bid terms and conditions)
Date: ____________________
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_________________________________________
Name of Company or individual