Roof Replacement - Prairie Commons Branch

FORM RFP
UNDER POLICY I
March 16, 2026
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ST. LOUIS COUNTY LIBRARY DISTRICT
REQUEST FOR PROPOSAL
ROOF REPLACEMENT - PRAIRIE COMMONS BRANCH
DATE ISSUED: March 16, 2026
The Board of Trustees of the St. Louis County Library District ("Library District") is
accepting proposals ("Proposal" or "Proposals") pursuant to this Request for Proposal from
qualified businesses For the Roof Replacement at the Prairie Commons Library Branch.
Please visit the Prairie Commons at 915 Utz Ln on March 23, 2026 at 7:30 am for a pre-
bid walkthrough to review existing conditions, including taking measurements and field
conditions. Access to the roof is restricted during normal business hours; this will be the sole
opportunity to view the Site.
See the attached drawings for reference to existing roof design. Prairie Commons Roof"
for engineered drawings, Specifications, and Demolition Plans. Proposers are responsible for
examination of all drawings, specifications, schedules and instructions for the Project.
All Proposals are due no later than 1:00 P.M. C.T., on March 31, 2026.
Proposers shall complete the Proposal as required in this Request for Proposal and deliver
the completed Proposal by email only to Kelli Reeves, Manager, Facilities, kreeves@slcl.org with
a copy to Matt Manwarring at jmanwarring@slcl.org, and Andrew Schulze at aschulze@slcl.org.
The email subject line should be "Request for Proposal - PC Roof Replacement".
To protect the integrity of the Proposal selection process, any questions concerning this
Request for Proposal, the Proposal process or Proposal specifications shall be emailed only to
Kelli Reeves at kreeves@slcl.org with a copy to Matt Manwarring at jmanwarring@slcl.org, and
Andrew Schulze at aschulze@slcl.org. This email line should read "PC Roof Inquiry". The
deadline for questions is March 25, 2026. Questions will be answered in an addendum posted on
the Library's website (http://www.slcl.org/bid-opportunities).
It is anticipated that the Proposals will be considered by the Library District's Board of
Trustees at the April 13, 2026 meeting after consideration by the Selection Committee and
recommendation to the Director & CEO.
The Library District reserves the right to reject any and all Proposals and to waive
formalities in the best interests of the Library District.
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BACKGROUND
The Library District is a political subdivision of the State of Missouri. The Board of
Trustees ("Board of Trustees") of the Library District is a body corporate with all the powers and
rights of like or similar corporations serving more than 863,000 Library District residents. All
management and control of the Library District is vested in a Board of Trustees consisting of five
Trustees appointed by the County Executive of St. Louis County, Missouri. The Trustees serve
staggered four-year terms.
The Board of Trustees appoints a qualified librarian who holds that office at the Board of
Trustees' pleasure as the chief executive and administrative officer ("Director & CEO") of the
Library District.
The Board of Trustees has the power to purchase grounds, erect appropriate buildings and
improve existing buildings for the use of the Library District and its branches out of funds available
or through the issuance of bonds or otherwise.
GENERAL REQUIREMENTS
The Project is subject to all applicable laws of the State of Missouri governing the Library
District including but not limited to the following:
Missouri law prohibits all employers from employing aliens unlawfully present in the
United States to perform work within the State of Missouri, including the Project and proposers
must comply with the provisions relating thereto in Section 285.530 RSMo, as amended.
All Proposers on Library District contracts for services in excess of $5,000 must provide
the Library District with documentation and a sworn affidavit, with respect to employees working
in connection with the contracted services, affirming enrollment in a Federal Work Authorization
Program ("FWAP"). The affidavit shall also provide that the Proposer does not knowingly employ
any person in connection with the contracted services who is an unauthorized alien. Such affidavits
must be provided with the Proposal.
In the event that the contract for the services described in this Request for Proposal is for
$100,000 or more, and the successful Proposer employs ten (10) or more employees, the contract
shall include a written certification that the Proposer is not currently engaged in and shall not, for
the duration of the contract, engage in a boycott of goods or services from the State of Israel;
companies doing business in or with Israel or authorized by, licensed by, or organized under the
laws of the State of Israel; or persons or entities doing business in the State of Israel.
State law also requires all employees working on the site of public works projects to have
received safety training, including the Project, pursuant to Section 292.675 RSMo, as amended.
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The Project is a public works project and subject to the Missouri Prevailing Wage Law. St.
Louis County Wage Order No. 32 is hereby incorporated herein as part of this Request for
Proposal.
Every transient employer must comply with Sections 285.230 through 285.234 RSMo, as
amended, when applicable.
Pursuant to Sections 34.070 and 34.073 RSMo, the Library District prefers to purchase
those materials, products and supplies which are produced, manufactured, compounded, made or
grown, within the State of Missouri when they are found in marketable quantities and are a quality
suited to the purpose intended, and can be secured without additional cost over out-of-state
products. Quality and fitness of articles will be considered in making purchases or letting
contracts. Similarly, in letting contracts for the performance of any job or services, the Library
District prefers Missouri firms, corporations or individuals, or firms, corporations or individuals
which maintain Missouri offices, when the quality of performance promised is equal and the price
quoted is the same or less.
Pursuant to Section 107.170, RSMo., the successful Proposer will be required to furnish a
performance bond and a labor and material payment bond in an amount equal to one hundred
percent (100%) of the contract sum, which shall be acceptable to the Library District in form and
content. The surety providing such bonds shall be a company licensed to do business in the State
of Missouri and shall be acceptable to the Library District.
In addition to the general requirements listed above, the successful Proposer shall comply
with all laws, ordinances, regulations, applicable zoning and building requirements, and orders of
federal, state, county, and local governing authorities pertaining and applicable to the relevant
Library District Location, the successful Proposer and/or the Library District.
Applicable insurance coverage must be provided by the successful Proposer before any
work can be started on the Project.
These general requirements, this Request for Proposal, the Proposal and the specifications,
drawings, schedules and instructions of the Project shall be incorporated in the contract and/or
purchase order signed by the parties should the Proposer be awarded a contract under this Request
for Proposal.
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SCOPE OF WORK
The following Scope of Work provides an overview of the terms and conditions being
sought by the Library District for the Project:
1. Provide all materials, labor, tools, and equipment to install new Roof at the Prairie
Commons Branch Library
2. Contractor is responsible for all field measurements and the quality of the final fit of
the install.
3. Contractor is responsible for all Permits and Inspections.
4. All necessary safety precautions are the responsibility of the Contractor.
5. All work shall be coordinated with the Library's Manager of Building Systems.
6. Work may begin as early as 6:00am Monday - Friday.
7. Library may be open to the public during demolition & construction. Contractor will
provide safety barricades and signage as needed to ensure the safety of patrons and
staff.
8. Remove entire roof membrane, flashings, and copings. Haul off and appropriately
dispose off-site all removed material. Disposal of demolition debris and construction
waste is the responsibility of Contractor. Perform disposal in manner complying with
all applicable federal, state, and local regulations.
9. Remove and replace any wet or damaged insulation with polyisocyanurate board of
the same thickness. (Provide unit cost)
10. Remove and replace any wet or damaged wood Nailers / blocking with new 2"
pressure treated lumber. (Provide unit cost)
11. Install fully adhered 60 mil Firestone Black EPDM membrane roof.
12. Other equivalent* roofing membranes will be considered but only as an Alternate.
Base bid must be 60 mil Firestone Black EPDM.
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13. Install all new flashings and copings to match existing.
14. Install all other roofing-related items necessary to provide a complete weatherproof
roofing system.
15. Must meet roofing manufacturer's requirements for 20-year warranty and provide
proof of warranty certification.
16. Comply with the published recommendations and instructions of the roofing
membrane manufacturer.
17. Commencement of work by the Contractor shall constitute acknowledgement by the
Contractor that this specification can be satisfactorily executed, under the project
conditions and with all necessary prerequisites for warranty acceptance by roofing
membrane manufacturer. No modification of the Contract Sum will be made for
failure to adequately examine the Contract Documents or the project conditions.
18. Sub-contracting of work is not acceptable; all work must be performed directly by
employees of the successful proposer.
19. Work shall be performed with standard care and in a professional, workmanlike
manner.
20. A post-selection coordination meeting will be held to discuss project schedule and
sequencing.
21. The Library is a tax-exempt organization. A tax certificate will be provided to the
selected Proposer.
Required Proposal Information:
- Proposal Return Sheet
- References
- Description of firm's quality management program
- Description of firm's safety program
- All-inclusive price for the project
- Labor premium for any approved off-hours work
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PROPOSAL REQUIREMENTS
1. The Proposal must arrive not later than 1:00 P.M. C.T. on March 31, 2026. No
Proposal will be accepted after this time and any Proposal arriving after this time will be returned
unopened.
2. The Proposal must be emailed to:
Kelli Reeves, Manager, Facilities, kreeves@slcl.org, with a copy to Matt
Manwarring at jmanwarring@slcl.org, and Andrew Schulze at aschulze@slcl.org.
The email subject line shall read as follows:
"Request for Proposal - PC Roof Replacement
3. Each Proposer shall submit their Proposal as an electronic PDF. Blank pages and/or
electronic PDF tabs may be used to delineate discrete sections. Each Proposer shall submit
one complete copy of the Proposal and one "public/press" copy of the Proposal in which the
individual or firm should redact any information which it deems confidential or proprietary.
Notwithstanding the foregoing, the Library District must comply with the Missouri
Sunshine Law; therefore, all Proposals and other documentation submitted to the
Library District in response to this Request for Proposal (including proposal amounts)
may be subject to disclosure pursuant to Missouri law and/or Library District policy.
4. Any Proposer desiring an explanation or interpretation of this Request for Proposal must
request it in writing no later than 1:00 P.M. C.T. on March 25, 2026, and such request shall be
emailed only to kreeves@slcl.org, with a copy to Matt Manwarring at jmanwarring@slcl.org, and
Andrew Schulze at aschulze@slcl.org. Oral explanations or instructions given before the award
of the contract will not be binding. Any information given to a Proposer concerning a solicitation
will be furnished promptly to all other Proposers as an amendment of this Request for Proposal, if
that information is necessary in submitting Proposals or if the lack of it would be prejudicial to
any other prospective Proposers.
5. If this Request for Proposal is amended, then all terms and conditions, which are
not modified, remain unchanged. Proposers shall acknowledge receipt of any amendments to this
Request for Proposal by: (i) signing and returning the amendment; and (ii) identifying the
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amendment number and date in the space provided for this purpose. The Library District must
receive the acknowledgement by the time specified for receipt of the Proposal.
6. No Proposal shall be withdrawn for a period of 90 days subsequent to the opening
of the Proposal without prior written consent of the Library District.
7. Each Proposal must include a COVER LETTER which must indicate that the
signer is authorized to bind the Proposer contractually and must identify the title or position of the
signer. The COVER LETTER shall also contain the following:
(i) The name of the Proposer, address, telephone number and email address;
(ii) A statement that (a) the Proposer is willing and able to provide the goods and
services required for a successful engagement; (b) the Proposer has read and understands
the Request for Proposal; (c) the Proposer has visited and examined each Library District
Location; and (d) the Proposer is made in accordance with the Request for Proposal and is
based upon the materials, products, systems and equipment required by the Request for
Proposal;
(iii) The name of the individual within the Proposer, who will be the primary contact
concerning this engagement;
(iv) Copies of all license(s) from applicable governing authority to do business at the
relevant Library District Location and certificate of good standing for the State of Missouri,
as applicable;
(v) Proposal security in the form of a bid bond or cashier's check of not less than 5%
of the Proposal amount; and
(vi) Documentation and sworn affidavit with respect to employees working in
connection with the Proposal, affirming enrollment in a Federal Work Authorization
Program.
10. An unsigned submission shall be rejected.
11. The Library District is not liable for any cost incurred by the proposer prior to
issuance of a legally executed contract by the Library District and/or purchase order authorized by
the Library District.
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SELECTION PROCEDURES
1. Proposals shall be opened and read at a meeting available to the public. The meeting will
take place online via Zoom at:
https://us04web.zoom.us/j/72409640137?pwd=clzlta3igxPYZPIsnHaoSILjXixj3b.1
Proposers are not required to attend the virtual proposal opening.
2. Proposers shall be referred to and reviewed by a Selection Committee composed of
members selected by the Director & CEO.
3. If necessary or desirable, selected firms may be asked to an interview.
4. Proposals that fail to adhere to the requirements of this Request for Proposal may result
in the Proposal being disqualified as non-responsive.
5. The Proposal will be used to measure the lowest and best Proposal. In determining the
best Proposal, among other factors, the Library District may consider all factors in this
Request for Proposal including, but not limited to, the location of the proposer, and
prior performance.
6. The Selection Committee will make a recommendation to the Director and CEO who
will make a recommendation to the Board of Trustees.
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AWARD
1. The right is reserved by the Board of Trustees to cancel this Request for Proposal,
to reject any and all Proposals, and to waive formalities in the best interests of the Library District.
2. The Board of Trustees reserves the right to split awards and/or make multiple
awards.
3. Subject to the rights reserved by the Library District, an award will be made by the
Board of Trustees to the Proposer determined to be the lowest and best Proposal.
4. All Proposers will be notified of the Library District's selection as soon as possible.
5. The successful Proposer will be issued a Notice of Award. Within 10 business
days, the successful Proposer shall provide the following minimum documentation:
(a) Proof of the appropriate insurance coverage:
(i) Worker's Compensation & Employers Liability-Statutory Amount
(Mandatory);
(ii) Comprehensive Automobile Liability for vehicles used-$1,000,000;
(iii) Comprehensive General Liability-$2,000,000; and
(b) Federal Tax Payer Identification Number.
(c) Evidence that the Proposer is authorized to do business in Missouri and at each
Library District Location.
6. Upon receipt of a Notice of Award, the successful Proposer will enter into a
contract with the Library pursuant to the terms of this Request for Proposal, in substantially the
form of Exhibit 1 attached hereto.
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