26-084 Uniform Service for Highway Maintenance Division Mechanics

LEGAL NOTICE
INVITATION FOR FORMAL BID
IFB 26-084
For
Uniform Service for Highway Maintenance Facilities
For
ST. CHARLES COUNTY GOVERNMENT
ST. CHARLES, MISSOURI
St. Charles County is seeking bids for Uniform Service for Highway Maintenance Facilities.
The vendor must guarantee the quoted prices for a period of three (3) years. The County shall
have the option for two (2) one-year extensions under the same terms and conditions.

BID INSTRUCTIONS
One [1] signed original and one [1] signed copy of the bid must be received in a sealed
envelope plainly marked with the title, 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 6/29/2026 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 at
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 to:
Lenore Moore
St. Charles County Government
Finance Department
201 North Second St
St. Charles, Missouri 63301
lmoore@sccmo.org
For questions or inquiries concerning the specifications please contact:
Ted Dunkmann, Highway Superintendent
St. Charles County Government
301 North Third St
St. Charles, Missouri 63301
Fax: (636)949-7307
Teddunkmann@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 6/22/2026. Any question
received after this deadline may not be answered.
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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.
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.
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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 County 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 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.
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 taxes, fees or 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 of St. Charles County
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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.
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 63301
prior 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 will remain current for one year
from the date of the notarized affidavit.
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** 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
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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
St. Charles County Government is seeking bids for a Vendor to supply and service uniforms
for eleven (11) employees of the Highway Maintenance Facilities Department at the
following locations:
Central District Shed - 2480 St. Peters Howell Rd, St. Peters, Mo. 63376 (3 employees)
Eastern District Shed - 2550 Bethman Rd, St. Charles, Mo. 63301 (3 employees)
Southern District Shed - 176 Sprock Rd, Wentzville, Mo. 63385 (2 employees)
Western District Shed - 121 Freymuth Rd, Wentzville, Mo. 63385 (3 employees)
The Vendor shall provide the uniforms and provide the associated service as per the
following specifications:
General Conditions
The Vendor shall possess the appropriate business licenses for the proposed services.
The Vendor shall comply with all Federal and State Employment / Labor regulations
including those from the U.S. "Occupational Safety and Health Administration".
The Vendor shall provide all applicable Insurance Certificates to the County upon the
award of the bid.
The County will evaluate all bids by projecting an annual cost based upon the County's
current personnel and operations.
The Vendor shall pick up and deliver all uniforms on a weekly basis to locations within
the Highway Maintenance Facilities Department. The Vendor shall maintain a regular
route schedule and provide the County with a minimum of one day advance notice of the
need for the Vendor to deviate from the regular route schedule.
Vendor shall recognize the published Holiday schedule for the County.
The Vendor shall provide sufficient product literature with their proposal for the County to
evaluate the bids submitted. The Vendor shall also disclose the composition of all
fabrics proposed to the County.
The successful bidder shall provide physical samples (styles, fabrics, and colors) of all
proposed clothing to the County before the bid is awarded by the County.
Uniform Specifications
The Vendor shall provide button down shirts with collars, short and long sleeves, and
two chest pockets. The shirts shall be made from a "comfort weave", "accordion weave",
or any comparable form of polyester / cotton fabric that transports moisture away from
the employee's skin while providing durable service.
The Vendor shall provide a durable emblem over the left shirt pocket to identify the
employee as a member of the County's staff. The graphic and text design of this
emblem shall be mutually agreed upon by both the Vendor and the County.
The Vendor shall provide non-pleated pants with two front pockets, two rear pockets,
and a front zipper. The pants shall be made from a polyester / cotton fabric that delivers
comfort while providing durable service.
The Vendor shall provide non-pleated short pants with two front pockets, two rear
pockets, and a front zipper. The short pants shall be made with the same fabric as the
pants.
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The Vendor shall provide long-sleeve and short-sleeve shirts in sizes up to and including
"5XL" without applying an oversize surcharge.
The Vendor shall provide pants and short pants with waist sizes up to and including "50
inches" without applying an oversize surcharge.
The Vendor shall provide an insulated winter coat up to "5XL".
The Vendor shall clearly state the life expectancy for every type of clothing article under
the rental program with the County. The County shall not be held accountable for any
damage to an article of clothing that has been in service past this predefined life
expectancy. The Vendor shall provide a serial number on each article of clothing
maintained under a lease or a rental program in order to trace the service life of each
article of clothing.
Service Specifications
The Vendor shall pick up and drop off uniforms on a weekly basis. The Vendor shall
accommodate the County's holiday schedule to ensure uninterrupted service for any
week containing a published holiday.
The Vendor shall deliver uniforms sorted and separated by County employee.
The Vendor shall provide uniforms that are in good condition, clean, and free of wrinkles
such that they are ready to wear at the time that they are delivered.
The Vendor shall supply laundry baskets, lockers, or other suitable means on County
premises for County employees to return their uniforms to the Vendor for service or
repair.
The rental program shall be defined by the following:
The Vendor shall provide eleven (11) short-sleeve shirts and eleven (11) pairs of
pants for every employee specified by the County. The County's employees shall
return all dirty or damaged articles of rented clothing to the Vendor. The Vendor
shall inspect and wash all articles of rented clothing returned by the County's
employees. The County may request an additional quantity of long-sleeve shirts,
short pants and insulated coats to be added to the standard rental program for a
specific employee. As such, the County will compensate the Vendor for the
quoted amount for each pair of short pants, long-sleeve shirt and coat rented.
The Vendor shall maintain rented uniforms in a manner that promotes a professional
appearance for the County's employees. If an article of clothing can no longer be
repaired satisfactorily, the Vendor shall automatically replace that article of clothing with
a new article in a timely manner without causing a shortage of uniforms for any County
employee.
The Vendor may request that the County reimburse the Vendor for the actual cost of an
article of clothing that the Vendor replaced as the result of a reckless or malicious activity
by an employee of the County. The Vendor shall supply the article of clothing to the
County such that the County can inspect the damage to authorize or deny said
reimbursement.
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Contract Administration
For bidding purposes only, the County anticipates providing uniforms for Eleven (11)
employees under this agreement.
The County reserves the right to reduce or increase the number of employees serviced
by the uniform agreement as required for changes in staff and operations.
The County shall not be penalized under this agreement for changes in uniform sizes as
long as a uniform size has not increased past the oversize thresholds previously stated
within these specifications.
The County shall not be penalized under this agreement for employee changes as a
result of employee attrition. The County shall notify the Vendor of all applicable
employee roster changes. The Vendor shall supply uniforms to the County and the
County shall return uniforms to the Vendor in a timely manner.
The Vendor shall provide the County with a weekly document stating the number of
uniforms picked up from the County as well as those returned to the County. The
Vendor shall generate this document on site and provide this document to a
representative of the County at the time that the uniforms are picked up and / or returned
to the County.
The Vendor shall include weekly itemizations of all uniform charges to support every
invoice submitted to the County by the Vendor. This weekly itemization shall allow the
Vendor to offer a flexible program to serve the needs of the County.
The weekly itemization shall include the number of uniforms picked up, repaired, and
delivered to the County under the terms of the rental agreement. All itemizations shall
be sorted by employee name such that the weekly itemizations can be verified by the
County.
All charges assessed to the County shall be based upon the actual uniforms rented as
per the weekly itemization. Weekly itemizations will be verified by the County before
payment is authorized by the County. The Vendor shall act promptly in response to any
uniform changes requested by the County.
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