Service Center Design Development and Construction

SOLICITATION NO.: Request for Qualifications (RFQ) - 25PW02-26
BUYER: Gregory Donovan, Director of Finance and Workforce Services
PHONE NO.: (314)-963-5300
E-MAIL: bids@webstergrovesmo.gov
TITLE: Service Center Addition Design Development and Construction Documents Services
ISSUE DATE: 04/29/2026
RETURN QUALIFICATIONS NO LATER THAN: AT 5:00 PM CENTRAL TIME (5/14/2026)
VENDORS ARE ENCOURAGED TO RESPOND ELECTRONICALLY (SEND VIA EMAIL TO bids@webstergrovesmo.gov) BUT MAY
RESPOND BY HARD COPY (See Mailing Instructions Below)
MAILING INSTRUCTIONS: Print or type Solicitation Number and End Date on the lower left-hand corner of the envelope or package. Delivered sealed
qualifications must be in the Webster Groves City Hall (4 E Lockwood Ave) by the return qualifications date and time.
(U.S. Mail)
RETURN QUALIFICATIONS TO: CITY OF WEBSTER GROVES
ATTN: FINANCE DEPARTMENT
4 E LOCKWOOD AVE
WEBSTER GROVES MO 63119
ORIGINAL CONTRACT PERIOD: Date of Award through Project Completion
DELIVER SUPPLIES/SERVICES FOB (Free On Board) DESTINATION TO THE FOLLOWING ADDRESS:
City of Webster Groves, Public Works Department
4 E Lockwood Ave
Webster Groves, Missouri
The offeror hereby declares understanding, agreement and certification of compliance to provide the items and/or services, at the prices quoted, in accordance
with all requirements and specifications contained herein. The offeror further agrees that the language of this RFQ shall govern in the event of a conflict with
their qualifications. The offeror further agrees that upon receipt of an authorized purchase order from the Purchasing Division or when a Contract/Agreement
is signed and issued by an authorized official of the City of Webster Groves, a binding contract shall exist between the offeror and the City of Webster Groves.
SIGNATURE REQUIRED
VENDOR NAME
MAILING ADDRESS
CITY, STATE, ZIP CODE
CONTACT PERSON EMAIL ADDRESS
PHONE NUMBER FAX NUMBER
VENDOR TAX FILING TYPE WITH IRS (CHECK ONE)
___ Corporation ___ Individual ___ State/Local Government ___ Partnership ___ Sole Proprietor ___IRS Tax-Exempt
AUTHORIZED SIGNATURE DATE
PRINTED NAME TITLE
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RFQUAL: Service Center Addition (SCA) - Design/Construction Design and Construction Engineering
Services
1. INTRODUCTION AND GENERAL REQUIREMENTS
INTRODUCTION:
This document constitutes a request for competitive, sealed qualifications for the provision of Professional
Engineering and Architectural Services - Service Center Addition (SCA).
Selection of professional services shall be conducted in accordance with:
Missouri Revised Statutes Chapter 327
Section 3.145 of the Webster Groves City Code - Policy and Procedure for the Procurement of
Engineering, Architectural, and Land Surveying Services
This project is designated as a Class A Project pursuant to Section 3.145(e)(2)(A), as the anticipated
professional service fees exceed $5,000. Final selection is subject to approval by City Council.
Organization - This document, referred to as Request for Qualifications (RFQ), is divided into the following
parts:
1) Introduction and General Information
2) Scope of Services
3) Qualifications Submission Information
4) Selection Criteria
5) Evaluation Process
6) Exhibits A - F
Terminology/Definitions: Whenever the following words and expressions appear in a RFQ document or
any addendum thereto, the definition or meaning described below shall apply.
Addendum/Amendment means a written, official modification to an RFQ.
Attachment applies to all forms which are included with an RFQ to incorporate any
informational data or requirements related to the performance requirements and/or
specifications.
Qualifications end date and time and similar expressions mean the exact deadline required
by the RFQ for the receipt of sealed qualifications.
Offeror means the supplier, vendor, person, or organization that responds to an RFQ by
submitting qualifications with prices to provide the equipment, supplies, and/or services as
required in the RFQ document.
Buyer means the procurement staff member of the Purchasing Division. The contact
person as referenced herein is usually the buyer.
Contract means a legal and binding agreement between two or more competent parties, for
a consideration for the procurement of equipment, supplies, and/or services.
Contractor means a supplier, offeror, person, or organization who is a successful offeror as
a result of an RFQ and who enters into a contract.
Exhibit applies to forms which are included with an RFQ for the offeror to complete and
submit with the sealed qualifications prior to the specified end date and time.
Request for Qualifications (RFQ) means the solicitation document issued by the
Purchasing Division to potential offerors for the purchase of equipment, supplies, and/or
services as described in the document. The definition includes all exhibits, attachments,
and addendums thereto.
May means that a certain feature, component, or action is permissible, but not required.
Must means that a certain feature, component, or action is a mandatory condition.
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RFQUAL: Service Center Addition (SCA) - Design/Construction Design and Construction Engineering
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Shall have the same meaning as the word must.
Should means that a certain feature, component and/or action are desirable but not
mandatory.
ROSTER OF CONSULTANTS
In accordance with Section 3.145(b):
The City maintains a roster of qualified professional firms. Firms responding to this RFQ shall be deemed
to be submitting an expression of interest consistent with City Code requirements.
Firms must:
Be authorized to conduct business in Missouri
Maintain Missouri professional registration
Demonstrate adequate personnel for the project
PROJECT INITIATION
The using department has prepared a Scope of Services including:
Description of work and objectives
Specific tasks required
Assistance to be provided by the City
Required timeframe
Budgetary parameters
QUALIFICATIONS SUBMISSION:
Qualifications may be submitted in a sealed envelope at the purchasing office or sent via email to
bids@webstergrovesmo.gov . No other media of qualifications will be accepted. Sealed qualifications
must be delivered to the Finance Department 4 E Lockwood Ave, Webster Groves 63119 by the closing
date and time. Qualifications received after the appointed time will be determined non-responsive and will
not be opened. Sealed qualifications must be submitted in four (4) copies, one of which must be an original
and so marked. The qualifications must be in sealed envelopes and marked in bold letters "RFQUAL
Professional Engineering and Architectural Services - Service Center Addition)."
QUESTIONS/CLARIFICATIONS OF THE REQUEST FOR QUALIFICATIONS:
All questions concerning the solicitation and specifications shall be submitted in writing via e-mail or fax
to the name below. You are encouraged to submit your questions via e-mail.
Paul Receniello, Technical Construction Project Manager
Phone: (314) 963-5357
E-mail: receniellop@webstergrovesmo.gov
Any oral responses to any question shall be unofficial and not binding on the City of Webster Groves. An
Addendum to this RFQ providing the City of Webster Grove's official response will be issued if necessary
to all known prospective offerors. Questions must be submitted no later than 5:00 p.m. on 05/08/2026.
This written Request for Additional Information will take place of the normal Pre-Qualifications
Conference.
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RFQUAL: Service Center Addition (SCA) - Design/Construction Design and Construction Engineering
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DETAILED PROPOSALS
Firms invited to submit detailed proposals shall provide:
1. Name of firm principal
2. Licensed project supervisor
3. Ability to meet schedules
4. Description of project methodology
5. Cost and fees of services and deliverables
6. For each discipline:
o Position classifications
o Hourly billing rates
o Salary cost multiplier
o Overhead multiplier
o Profit multiplier
7. Outside consultants retained
8. Completed projects list
9. Current projects underway with estimated cost
10. Data-gathering methods (if applicable)
11. Evaluation techniques (if applicable)
CONTRACT DOCUMENTS:
The final agreement between the City of Webster Groves and the offeror will include by reference:
Offeror's Response to the RFQ
The City Issued RFQ with any addendums
Any changes, additions or modifications hereto will be in writing and signed by the City Manager. No
other individual is authorized to modify the agreement in any manner.
FUNDS:
Financial obligations of the City of Webster Groves payable after the current fiscal year are contingent upon
funds for that purpose being appropriated, budgeted, and otherwise made available. In the event funds are
not appropriated, any resulting Contract will become null and void, without penalty to the City of Webster
Groves.
MISSOURI LICENSURE AND CERTIFICATE OF AUTHORITY:
Offeror certifies that it is currently in compliance, and agrees to maintain compliance for the duration of
the agreement/contract, with all licensure requirements of the Missouri Board for Architects, Professional
Engineers, Professional Land Surveyors and Professional Landscape Architects (hereinafter referred as
APEPLSPLA) to practice in Missouri as a professional engineer as provided under Chapter 327 of the
Missouri Revised Statutes. To the extent required by Section 327.401 of the Missouri Revised Statutes,
offeror understands and agrees that the person personally in charge and supervising the professional
engineering services of offeror under the agreement/contract shall be licensed and authorized to practice
engineering in Missouri, and the offeror will keep and maintain a valid certificate of authority from
APEPLSPLA.
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RFQUAL: Service Center Addition (SCA) - Design/Construction Design and Construction Engineering
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2. SCOPE OF SERVICES
PERIOD OF SERVICES
Commencement of services is anticipated shortly after Council approval. Total project duration is expected
to be four (4) to six (6) months.
SCOPE OF SERVICES:
The project has an approved budget set forth by City Council of $500,000 to proceed in this budget year of
2026 and to move forward into fiscal year 2027 with anticipated supplemental funding of up to $800,000.
Consultant shall work with City staff and the project team to develop design and construction documents
based on the approved Concept Design of the Service Center Addition. A facility design is pursued under
this request to provide safe and equitable service to the Webster Groves residents, businesses, and visitors.
Consultant services and products to be rendered in performing all work associated with the project shall
include, but may not be limited to:
1. DESIGN DEVELOPMENT SERVICES
The consultant shall refine the Owner-provided Concept Plan into a coordinated Design Development
(DD) package.
Architectural Services
Code compliance validation
Floor plan refinement
Elevations and materials
Interior finish development
Egress and accessibility coordination
Engineering Services
Structural feasibility analysis
HVAC sizing for 80-person conference occupancy
Electrical, lighting, AV, and life safety coordination
Fire protection system concepts
Deliverables
Coordinated DD drawings
Updated code analysis
Outline specifications
Cost/Fee estimate coordination
2. CONSTRUCTION DOCUMENTS SERVICES
The consultant shall prepare complete and coordinated Construction Documents based on the approved
Design Development package and Owner-provided Concept Plan.
Services shall include:
Final plans and elevations
Structural calculations
Final MEP drawings and related schedules
Lighting layouts and controls
Power and low-voltage coordination
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RFQUAL: Service Center Addition (SCA) - Design/Construction Design and Construction Engineering
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Fire alarm and protection systems
Technical specifications
Permit coordination and Authorities Having Jurisdiction (AHJ) response
Project manual including construction bidding documents
3. CONSTRUCTION PHASE SERVICES (ALTERNATE)
Consultant shall provide:
Weekly and monthly progress reports
Meeting agendas and minutes
Cost and Fee Updates
Schedule updates
Addenda and change order documentation
Presentation of findings
The City shall receive a copy of all digital products.
QUALIFICATIONS SUBMISSION INFORMATION
SUBMISSION OF QUALIFICATIONS:
On-line Qualifications - If a registered offeror is responding electronically through the City of Webster
Groves Bidding System website, the registered offeror should submit completed exhibits, forms, and other
information concerning the qualifications as an attachment to the electronic qualifications. The registered
offeror is instructed to review the RFQ submission provisions carefully to ensure they are providing all
required information.
The exhibits and forms provided herein can be saved into a word processing document,
completed by a registered offeror, and then sent as an attachment to the electronic submission.
Other information requested or required may be sent as an attachment. Be sure to include the
solicitation/bid number, company name, and a contact name on any electronic attachments.
In addition, a registered offeror may submit the exhibits, forms, etc., through mail or courier
service. However, any such submission must be received prior to the specified end date and
time.
If a registered offeror submits an electronic and hard copy qualifications response and if such
responses are not identical, the offeror should explain which response is valid. In the absence
of an explanation, the City of Webster Groves shall consider the response which serves its best
interest.
Hard Copy Qualifications - If the offeror is submitting qualifications via the mail or a courier service or is
hand delivering the qualifications, the offeror should include completed exhibits, forms, and other
information concerning the qualifications. The offeror is instructed to review the RFQ submission
provisions carefully to ensure they are providing all required information.
Recycled Products - The City of Webster Groves recognizes the limited nature of our resources
and the leadership role of government agencies in regard to the environment. Accordingly, the
offeror is requested to print the qualifications double-sided using recycled paper, if possible,
and minimize or eliminate the use of non-recyclable materials such as plastic report covers,
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RFQUAL: Service Center Addition (SCA) - Design/Construction Design and Construction Engineering
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plastic dividers, vinyl sleeves, and binding. Lengthy qualifications may be submitted in a
notebook or binder.
The offeror should include three (3) additional copies along with their original qualifications.
The front cover of the original qualifications should be labeled "original", and the front cover
of all copies should be labeled "copy". In case of a discrepancy between the original
qualifications and the copies, the original qualifications shall govern.
Open Records - Pursuant to section 610.021, RSMo, the offeror's qualifications shall be considered an open
record after a contract is executed or all qualifications are rejected. At that time, all qualifications are
scanned into the Purchasing Division imaging system.
The scanned information will be available upon request from the Finance Department.
Therefore, the offeror is advised not to include any information in the qualifications that the
offeror does not want to be viewed by the public, including personal identifying information
such as social security numbers.
In preparing qualifications, the offeror should be mindful of document preparation efforts for
scanning purposes and storage capacity that will be required to image the qualifications and
should limit qualifications content to items that provide substance, quality of content, and
clarity of information.
To facilitate the evaluation process, the offeror is encouraged to organize their qualifications into sections
that correspond with the individual evaluation categories described herein. The offeror is cautioned that it
is the offeror's sole responsibility to submit information related to the evaluation categories and that the
City of Webster Groves is under no obligation to solicit such information if it is not included with the
qualifications. The offeror's failure to submit such information may cause an adverse impact on the
evaluation of the qualifications.
The qualifications should be page numbered.
The signed page one from the original RFQUAL and all signed addendums should be placed
at the beginning of the qualifications.
Each section should be titled with each individual evaluation category and all material related
to that category should be included therein.
Questions Regarding the RFQUAL - Except as may be otherwise stated herein, the offeror and the offeror's
agents (including subcontractors, employees, consultants, or anyone else acting on their behalf) must direct
all of their questions or comments regarding the RFQUAL, the solicitation process, the evaluation, etc., to
the buyer of record indicated on the first page of this RFQUAL. Inappropriate contacts to other personnel
are grounds for suspension and/or exclusion from specific procurements. Offerors and their agents who
have questions regarding this matter should contact the buyer.
The buyer may be contacted via e-mail or phone as shown on the first page.
Only those questions which necessitate a change to the RFQUAL will be addressed via an
addendum to the RFQUAL. Offerors are advised that any questions received less than ten (10)
calendar days prior to the RFQUAL opening date may not be addressed.
Joint Venture or Co-Counsel Response - If the qualifications are being submitted in conjunction with
another entity or law firm (similar to a joint response, joint venture, or co-counsel), there can be only one
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RFQUAL: Service Center Addition (SCA) - Design/Construction Design and Construction Engineering
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(1) response submitted in response to the RFQUAL by the entities/firms involved. Therefore, only one (1)
entity/firm must be designated as lead and must be designated as the official offeror for purposes of
submitting the qualifications. Such lead offeror and contractor, if awarded the contract), must be the only
party officially signing and submitting the qualifications as well as serving as the official signatory for the
joint venture or co-counsel.
AGREEMENT/CONTRACT
Upon successful negotiation, a formal agreement shall be prepared and submitted to City Council for
approval.
PROHIBITION AGAINST CONTINGENT FEES
Each contract shall include:
The architect, engineer, or land surveyor warrants that he or she has not employed or retained any person
or company to solicit or secure this agreement contingent upon the award of this agreement.
Violation shall be grounds for termination and recovery of such fees.
WAIVER OF PROCEDURAL REQUIREMENTS
The City Council, in its sole discretion, may waive procedural requirements consistent with Section
3.145(g).
MISCELLANEOUS SUBMITTAL INFORMATION:
Affidavit of Work Authorization and Documentation - Pursuant to section 285.530, RSMo, if the offeror
meets the section 285.525, RSMo, definition of a "business entity"
(http://www.moga.mo.gov/statutes/C200-299/2850000525.HTM), the offeror must affirm the offeror's
enrollment and participation in the E-Verify federal work authorization program with respect to the
employees hired after enrollment in the program who are proposed to work in connection with the services
requested herein. The offeror should complete Exhibit E, Business Entity Certification, Enrollment
Documentation, and Affidavit of Work Authorization. Exhibit E must be submitted prior to an award of a
contract.
The offeror should complete and submit Exhibit F, Miscellaneous Information.
Business Compliance - The offeror must be in compliance with the laws regarding conducting business in
the City of Webster Groves. The offeror certifies by signing the signature page of this original document
and any addendum signature page(s) that the offeror and any proposed subcontractors either are presently
in compliance with such laws or shall be in compliance with such laws prior to any resulting contract award.
The offeror shall provide documentation of compliance upon request by the Purchasing Division. The
compliance to conduct business in the state shall include, but not necessarily be limited to:
Registration of business name (if applicable) with the Secretary of State at
http://sos.mo.gov/business/startBusiness.asp
Certificate of authority to transact business/certificate of good standing (if applicable)
Taxes (e.g., city/county/state/federal)
State and local certifications (e.g., professions/occupations/activities)
Licenses and permits (e.g., city/county license, sales permits)
Insurance (e.g., worker's compensation/unemployment compensation)
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RFQUAL: Service Center Addition (SCA) - Design/Construction Design and Construction Engineering
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4. SELECTION CRITERIA
CRITERIA:
After determining that a qualification satisfies the mandatory requirements stated in the RFQUAL, the
evaluator(s) shall use both objective analysis and subjective judgment in conducting a comparative
assessment of the qualifications in accordance with the criteria stated below.
Evaluation shall include:
Proven background and experience
Reputation in public projects
References
Ability to complete within timeframe
Qualifications of key personnel
Cost estimate accuracy history
Community sensitivity
SELECTION COMMITTEE:
The Selection Committee shall consist of:
City Manager or his designee
Technical Construction Project Manager
Department Head of the using department
The Committee shall review proposals, conduct interviews if appropriate, and recommend a firm.
For this Class A project, the recommendation shall be presented to City Council for approval or rejection.
COMPETITIVE NEGOTIATION:
The City reserves the right to:
Conduct negotiations
Request best and final offers
Award without negotiations

INITIAL SCREENING
In accordance with Section 3.145(c)(3), screening shall evaluate:
Specialized experience
Timeliness record
Quality of prior City work
Accuracy of cost estimates
Community relations
Geographic location of principal office
Following screening, detailed proposals will be requested from at least three (3) firms when possible.
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RFQUAL: Service Center Addition (SCA) - Design/Construction Design and Construction Engineering
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5. EVALUATION PROCESS:
After receipt of the qualifications, a review committee appointed by the City Manager at least one member
who is registered as a Professional Engineer in the state of Missouri shall evaluate the qualifications and
select as a general rule, not less than three firms for interview.
After interviews are conducted, the review committee shall select a firm for negotiation of terms of an
agreement/contract. The services in the agreement/contract shall substantially conform to those described
in the RFQ. Modifications may be made to accommodate budget limitations or to address related issues
not considered in the original scope of work.
COMPETITIVE NEGOTIATION OF QUALIFICATIONS:
The offeror is advised that under the provisions of this Request for Qualifications, the Finance Department
reserves the right to conduct negotiations of the qualifications received or to award a contract without
negotiations. If such negotiations are conducted, the following conditions shall apply:
Negotiations may be conducted in person, in writing, or by telephone.
Negotiations will only be conducted with potentially acceptable offeror. The Finance
Department reserves the right to limit negotiations to those qualifications which received the
highest rankings during the initial evaluation phase. All offerors involved in the negotiation
process will be invited to submit a best and final offer if necessary.
Terms, conditions, methodology, or other features of the offeror's qualifications may be subject
to negotiation and subsequent revision. As part of the negotiations, the offeror may be required
to submit supporting financial and other data in order to allow a detailed evaluation of the
feasibility, reasonableness, and acceptability of the qualifications.
The mandatory requirements of the Request for Qualifications shall not be negotiable and shall
remain unchanged unless the Finance Department determines that a change in such
requirements is in the best interest of the City of Webster Groves.
AGREEMENT/CONTRACT:
When agreement on a detailed scope of services and fee schedule is reached, a formal agreement/contract
will be prepared and submitted to City Council for approval. If an agreement/contract cannot be reached,
the City will terminate negotiations and select an alternate firm for negotiations.
WAIVER OF PROCEDURAL REQUIREMENTS
The City Council, in its sole discretion, may waive procedural requirements consistent with Section
3.145(g).
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