Francis Howell North Softball Field Renovation

Francis Howell School District
Bid Proposal
Francis Howell North High School Softball Field Renovation
1. Project Overview
The Francis Howell School District ("District") is seeking proposals from qualified
contractors to provide renovation services for the softball field at Francis Howell North
High School. The District intends to renovate the existing softball field to improve
playability, drainage, and overall field conditions. The selected contractor shall provide all
labor, materials, equipment, and supervision necessary to complete the project in
accordance with the specifications outlined herein.
2. Project Location
Francis Howell North High School
2549 Hackmann Road
St. Charles, MO 63303
3. Scope of Work
The Contractor shall include, but not be limited to, the following:
1. Remove existing loose surface material to an approximate depth of 3/8 inch.
2. Redistribute removed material into the existing outfield as appropriate.
3. Provide turf protection (e.g., plywood or equivalent) from the right field gate to the
infield.
4. Provide and install approximately 3/8 inch of DuraEdge Collegiate infield
material, including reverse tine tilling and laser grading.
5. Provide and install up to two (2) inches of DuraEdge Classic infield dirt.
6. Reverse tine till and laser level the entire infield to ensure positive surface
drainage and a safe playing surface.
7. Provide and install approximately ten (10) tons of DuraEdge ProSlide
Professional Red conditioner (expanded shale).
8. Provide and install one (1) complete set of base anchors and one (1) home plate.
(The District will provide the pitching rubber/platform.)
9. Furnish and install a Hunter irrigation system or approved equal.
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4. Proposal Submission
Proposals shall include:
Total project cost (lump sum)
Detailed breakdown of materials and labor
Estimated project timeline and schedule
Contractor qualifications and relevant experience
References for similar completed projects
Warranty information
Proof of insurance
Deadline for submission: May 11, 2026 at 10:00am CDT
Submit proposals to: Matthew Bollwerk at matthew.bollwerk@fhsdschools.org or by
mail/in-person at 801 Corporate Centre Dr, O'Fallon, MO 63368
5. Evaluation Criteria
Proposals will be evaluated based on:
Cost competitiveness - 35%
Contractor experience and qualifications - 15%
Proposed approach and timeline - 20%
Quality of materials and workmanship - 15%
References and past performance - 15%
6. Project Timeline
Bid proposal Due Date: May 11, 2026 at 10:00am CDT
Board recommendation and approval: May 21, 2026
Purchase order issued: May 22, 2026
Work to commence upon receipt of purchase order
7. Contact Information
All inquiries and proposals should be directed to:
Matthew Bollwerk
Purchasing Manager
Francis Howell School District
matthew.bollwerk@fhsdschools.org or 636-851-4092
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GENERAL TERMS and CONDITIONS
The following terms and conditions shall govern the submission of proposals and
subsequent contracts.
DEFINITIONS AS USED HEREIN:
The term "request for qualification", "request for proposal", "RFQ", "RFP", or
"solicitation" means a solicitation of a formal, sealed response.
The term "agency", "company", "firm" or "bidder" means the entity submitting a
formal sealed proposal.
The term "District" means the Francis Howell School District.
The term "Board of Education" or "Board" means the governing body of the
District.
A. General
1. Bidders shall make all investigations necessary to thoroughly inform themselves
regarding the delivery of supplies and services as required by the solicitation. No plea of
ignorance by the Bidder of conditions that exist or that may hereafter exist as a result of
failure to make all necessary investigations will be accepted as the basis for varying from
the requirements of the District or the compensation to the Bidder.
2. The terms and conditions of the Request for Proposal, the resulting contract(s), and
activities based upon this Request for Proposal shall be construed in accordance with
the laws of the State of Missouri.
3. Bidders are required to state exactly what they intend to furnish to the District via this
solicitation and must indicate any variances to the terms, conditions, or required services
of the solicitation.
4. Bidders are advised that the District, to the extent permitted by applicable law,
endorses the participation and utilization of local contractors in its purchasing efforts.
Accordingly, when legally permitted, bid proposals of equal price and quality will be
awarded to Bidders residing within the geographic area when available. This policy does
not prohibit Bidders who reside outside the area from participating in the purchasing
process as long as these Bidders can offer services at competitive pricing.
5. All practices, materials, supplies, and equipment shall comply with OSHA, ADA,
Department of Elementary and Secondary Education, and any pertinent Federal, State
and/or local safety or environmental codes.
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B. Clarifications
1. Where there appears to be variances or conflicts between the General Terms and
Conditions and the Scope of Services or Specifications outlined in this bid solicitation,
the Scope of Services or Specifications shall prevail.
2. If any Bidder contemplating submitting a Proposal under this solicitation is in doubt as
to the true meaning of the requirements, the Bidder must submit a written request for
clarification to the District's Purchasing Manager by the date and time designated in the
Procurement Schedule via email at matthew.bollwerk@fhsdschools.org.
3. The Purchasing Manager for the District will work with the authorized agent of the
District to respond to all inquiries and will render an official interpretation of the question
in writing. A copy of the clarification will be given to all vendors that are known to have
requested the bid documents. The District shall not be responsible for verbal
interpretations offered by employees of the District, and bidders are discouraged from
contacting the District or its employees regarding clarifications and interpretations except
as outlined above.
4. The District shall issue a written addendum if substantial changes, which impact the
technical submission of proposals, are required. A copy of the addenda will be given to
all vendors that are known to have requested bid documents. In the event of a conflict
with the original RFP or contract documents and the addenda, the addenda shall govern
the RFP and all other contract documents to the extent specified. Subsequent addenda
shall govern over prior addenda only to the extent specified.
C. Pricing
1. Responses, prices, terms and conditions shall remain firm for a period of ninety days
from the due date or until such time when the District selects the successful company.
2. If the Bidder is awarded a contract under this solicitation, the prices proposed by the
Bidder shall remain fixed and firm during the term of the solicitation review and any
subsequent contract; provided, however, that the Bidder may offer discounts from this
fixed price to the District at any time during the contractual term.
3. Bidders will neither include Federal, State, nor applicable local excise or sales taxes in
the bid prices, as the District is exempt from payment of such taxes. Exemption
documentation will be provided where applicable upon request.
4. The Bidder, by affixing its signature to this Proposal, certifies that its Proposal is made
without previous understanding, agreement, or connection either with any persons,
forms, or corporations offering a bid proposal for the same services, or with the District.
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The Bidder also certifies their Proposal is in all respects fair, without inside control,
collusion, fraud, or otherwise illegal action.
D. Bid Preparation and Submission
1. Competitive sealed proposals will be evaluated based upon criteria formulated around
the most important features of the service, of which quality, references, and availability or
capability, may be overriding factors, and price may not be determinative in the issuance
of a contract or award. The Proposal evaluation criteria should be viewed as standards,
which measure how well a Bidder's approach meets the desired requirements and
needs of the District.
2. Unless otherwise specified in this RFP, Proposals will be received by Francis Howell
School District c/o Matthew Bollwerk, Purchasing Manager, 801 Corporate Centre Dr,
O'Fallon, MO 63368 or electronically at matthew.bollwerk@fhsdschools.org, at the date
and time specified in the Procurement Schedule. All proposals must be received at the
district administration office or electronically at matthew.bollwerk@fhsdschools.org on or
before the date and time specified in the Procurement Schedule. Neither dating of the
proposal, nor placing it in the mail by this date and time will meet legal requirements.
The Francis Howell School District reserves the right to reject any and/or all proposals
received and to waive any and all informalities.
3. If Bidder is hand delivering or mailing Proposals, it must be submitted in a sealed
8"x10" or larger envelope. Please label the outside envelope or shipping box as follows
or the bid may be rejected: Attn: Matthew Bollwerk, Purchasing Manager and include
RFP number or proposal name. If Bidder will be submitting the proposal electronically,
please submit to matthew.bollwerk@fhsdschools.org. For any questions relating to the
electronic proposal submission process, please contact Matthew Bollwerk at
636-851-4092.
4. Any proposal received after the opening date or time shall be refused and marked
"Late Proposal" and returned to the bidder unopened. For this purpose, the official time
for the proposal opening shall be based upon the time as indicated by the Purchasing
Department. It is solely the responsibility of the Bidder to ensure Proposals are received
prior to the opening date and time.
5. The Proposal must be typed or legibly printed in ink. Use of pencil or erasable ink is
not permitted.
6. If the district administration office or designated office for RFP opening is closed for
any reason, including but not limited to inclement weather, an emergency situation or
any other act of nature, for which closure prevents the opening of RFPs at the originally
advertised date and time, all RFPs received shall be publicly opened and read aloud on
the next business day that the designated office shall be open for business at the
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previously advertised time. The new date and time of bid opening, as determined in
accordance with this paragraph, shall not be advertised.
7. Bid Proposals must contain the signature of an authorized agent of the Bidder. If the
Bidder's authorized agent fails to sign the proposal, it shall be considered a
non-responsive offer and shall not be considered.
8. Proposals should be as thorough and detailed as possible so that the District may
properly evaluate the Bidder's capabilities to provide the required products and services.
9. Unit prices shall be provided by the Bidder on their proposal. Where there is a
discrepancy between the unit price and the extension of prices, the unit price shall
prevail.
10. The Bidder must include all information and supplemental documentation required in
conjunction with this proposal. If the Bidder fails to supply any required information or
documents, its proposal shall be considered non-responsive and shall not be
considered.
11. Information packages should not contain promotional or display materials unless
specifically required in the Scope of Services or Specifications section. Informational
packages must address the requirements as explained to aid evaluation. All questions
posed by the RFP must be answered clearly and concisely.
12. This solicitation does not commit the District to pay any cost incurred by the Bidder
or any other party in preparation and/or submission of proposals or in making necessary
studies or designs for the preparation thereof, nor is the District obligated to procure or
contract for such product or services.
13. The District reserves the right to waive any and all informalities in information
packages if such waiver does not substantially change the offer or provide a competitive
advantage to any Bidder.
14. All proposals and supporting documents will remain confidential until a final contract
has been executed. All responses become the property of the District and will be part of
the public record.
E. Conflicts of Interest
1. It shall be understood and agreed that Bid Proposals submitted are offered
independently of any other proposals.
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2. In the event that an independent contractor or firm in conjunction with the District
developed this RFP, neither the contractor, nor its principals or subsidiaries, shall be
allowed to submit a proposal for this solicitation.
3. In the event that this proposal request requires consulting services which may
ultimately lead to the purchase of other products or services in the future, neither the
selected consultant, nor its principals or subsidiaries, will be allowed to participate in the
acquisition of these specific goods and services in the future.
4. Bidders are prohibited from assigning, transferring, conveying, subletting, or otherwise
disposing of this proposal or any resultant agreement or its rights, title, or interest therein
or its power to execute such agreement to any other person, company or corporation
without the previous written approval of the District.
5.The successful bidder shall not have conflicts of interest as to revenues derived from
the results of tests or recommendations made on behalf of the company. No salaried
officer or employee of the District and no member of the Board of Education shall have a
financial interest, direct or indirect, in this contract. A violation of this provision renders
the contract void. The bidder further covenants that in the performance of this contract
no person having such interest shall be employed to work on this project.
F. Modifications or Withdrawals of Bid Proposal
1. Proposals may only be modified in the form of a written notice on company letterhead
and must be received prior to the time and date set for the bid opening. Each
modification submitted to the District's Purchasing Department must have the Bidder's
name and return address and the applicable proposal number and title of the bid clearly
marked on the face of the envelope. If more than one modification is submitted, the
modification bearing the latest date of receipt by the District's Purchasing Department
will be considered the valid modification. All requests for bid modifications must be
signed by a duly authorized agent of the submitting company. Telephone or email
modifications or withdrawals will not be accepted. No changes shall be allowed after the
Proposal is publicly opened. The Francis Howell School District shall not be responsible
for any errors or omissions.
2. Bids may be withdrawn prior to the time and date set for the bid opening. Such
requests must be made in writing on company letterhead and signed by a duly
authorized agent of the submitting company. If a Bidder modifies or withdraws a
Proposal, all documents shall remain the property of the District.
G. Evaluation of Bid Proposal
1. Each validly submitted proposal will be evaluated by a selection of District employees.
Proposals will be evaluated based upon the criteria outlined in the RFP.
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2. The fee proposals will be evaluated by the Purchasing Manager and key
stakeholders.
3. The District reserves the right to reject any and/or all bid proposals or parts thereof, to
waive informalities, irregularities, or technicality in the information packages, and to enter
into such contract or contracts as shall be deemed in the best interests of the District.
4. The District reserves the right to reject proposals or parts thereof for the following
reasons:
a. The Bidder misstates or conceals any material fact in their proposal.
b. The Bidder's proposal does not strictly conform to the law or requirements of
the RFP. c. The Bidder's proposal does not include documents including, but not
limited to, certificates, licenses, information or specification sheets, bonds, and/or
samples, which are required for submission with the bid proposal in conjunction
with the General Terms and Conditions or Scope of Services/Specifications.
d. The bid has not been properly executed by signature of an authorized
representative of the Bidder.
5. A proposal may not be accepted from, nor any contract be awarded to, any person or
firm which is in arrears to the District upon any debt or contract or which is a defaulter as
surety or otherwise upon any obligation to the District.
6. A proposal may not be accepted from, nor any contract awarded to, any person or
firm, which has failed to perform faithfully on any previous contract with the District, local,
state, or federal governmental agency for a minimum period of one (1) year after the
previous contract was terminated for cause.
7. A proposal may be rejected if the Bidder is currently under suspension or debarment
by any local, state, or federal government, and if the Bidder cannot so certify, then it shall
submit along with the proposal a written explanation of why it cannot make such a
certification.
9. The award will be made to the Bidder that best meets the needs of the District based
upon the evaluation criteria. Proposal award will not be made on the basis of price alone;
additional criteria such as Bidder experience and references will also be considered. The
District shall be the sole judge of these factors.
10. The District reserves the right to:
a. Accept or reject any and all bid proposals submitted by bidders.
b. Re-advertise this solicitation.
c. Postpone or cancel the bid process for this solicitation.
d. Determine the criteria and process whereby proposals are evaluated and
awarded.
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H. Selection Process
1. The following criteria will be used to assist in selecting the successful contractor:
a. Offeror's demonstration of a complete understanding of the District's
requirements and needs.
b. The qualifications and experience working with public school districts of the
Company and the team assigned to the District.
c. The approach to planning, implementing and performing the scope of work
d. Evaluation of past performance, references, interviews, presentations, etc.
e. The total cost of the services offered to the District
2. Preliminary evaluations will be performed by District personnel to determine if all of
the mandatory requirements have been addressed. Bidders must be able to
demonstrate their ability to perform the required services and provide the necessary
supplies by completing the Proposal Response (Section V). Failure to satisfactorily
comply with these requirements may result in the proposal being rejected.
3. The District may, at its option, conduct interviews after receipt of the responses. The
District reserves the right to negotiate in an attempt to clarify and qualify terms of any
response and reserves the right to negotiate final contract terms with any company,
regardless of whether such company was interviewed. The District may accept any
response as submitted, whether or not negotiations have been conducted between the
parties. Neither the commencement or cessation of negotiations shall constitute rejection
of the response or a counteroffer on the part of the District.
4. The bidder shall not, under penalty of law and immediate disqualification of the
proposal, offer or give any gratuities, favors or anything of monetary value to an officer,
employee, agent, or Board of Education member of the District for the purpose of
influencing favorable disposition toward a submitted proposal or for any reason while a
proposal is pending or during the evaluation process.
I. Award of Contract
1. It is the intent of the Francis Howell School District (FHSD) to enter into a
contract/agreement for services based on the outcome of this RFP. The
contract/agreement shall be for a period set forth in the scope of the RFP. Please see
the attached example contract for reference. Bidder's contract/agreement can also be
used as long as all conditions can be agreed to by FHSD.
2. The District intends to award a contract once all proposals have been reviewed and
evaluated. The District retains its sole right to select a successful Bidder it deems is in its
own best interest.
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3. All RFPs and related documents submitted to the District by Bidders are governed
under the laws of the State of Missouri.
4. The General Terms and Conditions, the Scope of Services/Specifications, the Bidder's
proposal, written letters, addenda, and the Purchase Order are collectively an integral
part of the contract between the District and the successful Bidder. The successful
Bidder will be asked to enter into a contract with the District after the Board of
Education's selection of their proposal. The Board of Education must then formally
approve the written contract, which will conclude this process.
5. The District shall select the Bidder which, in its opinion, has made the best proposal,
(not necessarily the lowest cost provider) and shall award the contract to that Bidder,
which is deemed in the best interest of the District.
6. Indemnification: The successful Bidder shall assume the entire responsibility and
liability to indemnify the Francis Howell School District, its elected and appointed
officials, employees, volunteers, and others working on behalf of the District. To the
fullest extent permitted by law, the successful Bidder agrees to defend, pay on behalf of,
indemnify, and hold harmless the District against any and all claims, demands, suits,
damages or losses, together with any and all outlay and expense connected therewith,
including but not limited to attorney's fees and court costs, that may be asserted or
claimed against, recovered from or suffered by the District by reason of injury or loss,
including but not limited to, personal injury, including bodily injury or death, property
damage, including loss of use thereof, and economic damages arising out of or in any
way connected or associated with any work and/or activities performed by the successful
Bidder pursuant to the provisions of this Agreement. The successful Bidder obligation to
indemnify the District contained in this Agreement is not limited by the amount or type of
damages, compensation or benefits payable under any worker's compensation acts,
disability benefit acts, or other employee benefit acts. The District shall not be liable or in
any way responsible for any injury, damage, liability, claim, loss, or expense incurred by
the successful Bidder, its officers, employees, subcontractors, and other affiliated with
the successful Bidder, arising out of or in any way connected or associated with any
work and/or activities performed by the Bidder pursuant to the provisions of this
Agreement, except for and only to the extent caused by the negligence of the District.
The successful Bidder expressly assumes full responsibility for any and all damages to
the District Property arising out of or in any way connected or associated with any work
and/or activities performed by the successful Bidder pursuant to the provisions of this
proposal including, but not limited to, the activities of the Bidder, its officers, employees,
subcontractors, and others affiliated with the Bidder. The successful Bidder shall ensure
that its activities on the District Premises will be performed and supervised by
adequately trained and qualified personnel and the Bidder will observe, and cause its
officers, employees, subcontractors, and other affiliated with the Bidder to observe all
applicable safety rules. Nothing herein shall be interpreted or construed as requiring the
Bidder to indemnify the District against the District's own negligent acts or omissions.
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