Project Information

Bid Title

25-134 Election Printing and Mailing

Issuing Agency

St. Charles County

Location

Missouri

Published Date

Dec 3, 2025

Closing Date

Dec 17, 2025

Government Level

State & Local

Status

Closed

Ref. #

IFB 25-134

Original Source

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Bid Documents

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Project Description

Bid Number:	IFB 25-134
Bid Title:	25-134 Election Printing and Mailing
Category:	SCCMO Services
Status:	Open

Publication Date/Time: 12/3/2025 8:00 AM Closing Date/Time: 12/17/2025 10:00 AM Related Documents: 25-134 Election Printing and Mailing with Samples

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LEGAL NOTICE

INVITATION FOR FORMAL BID

IFB 25-134

For

Election Printing and Mailing

For

ST. CHARLES COUNTY GOVERNMENT

ST. CHARLES, MISSOURI

St. Charles County is seeking bids for Election Printing and Mailing. The vendor must

guarantee the quoted prices for a period of 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 “IFB 25-134 Election Printing and Mailing” 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 12/17/2025 at 10:00 A.M., 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 @

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

All questions or clarifications concerning this Request for Bid must be submitted in

writing via email to:

Cornelia L. Beard, Purchasing Coordinator

St. Charles County Government

Finance Department

201 North Second St.

St. Charles, Missouri 63301

cbeard@sccmo.org

Technical inquiries concerning the specifications should be made to:

Kurt Bahr, Director of Elections

St. Charles County Government

Election Authority

397 Turner Blvd.

St. Peters, MO 63376

kbahr@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 12/10/2025. Any question

received after this deadline may not be answered.

25-134 Election Printing and Mailing

Elections

Page 2 of 18

Bid Response from (please complete)

________________________________

Name of Company or individual

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.

25-134 Election Printing and Mailing

Elections

Page 3 of 18

Bid Response from (please complete)

________________________________

Name of Company or individual

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 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 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 of 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.

 Award will be made to the low responsive, responsible bidder, or to the offeror whose

proposal is most advantageous to the County, price and other factors considered

25-134 Election Printing and Mailing

Elections

Page 4 of 18

Bid Response from (please complete)

________________________________

Name of Company or individual

including geographic location. When payments are to be made to the County, award will

be made to the most advantageous offer.

 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:

 Worker’s Compensation and Employer’s Liability: The Contractor shall have in

place sufficient Worker’s Compensation and Employer’s Liability coverage to satisfy

the statutory Worker’s Compensation 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 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.

 A Certificate of Insurance evidencing the above coverage(s) together with a copy of

the required endorsements shall be provided to the County prior to the

commencement of any work. It shall be the Vendor’s responsibility to keep the

respective insurance policies and coverages current and in force for the life of the

contract.

25-134 Election Printing and Mailing

Elections

Page 5 of 18

Bid Response from (please complete)

________________________________

Name of Company or individual

Commodity Codes

• NAICS 323111Commercial Printing (except Screen and Books)

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