Project Information

Bid Title

Francis Howell North Softball Field Renovation

Issuing Agency

Francis Howell School District

Location

Missouri

Published Date

May 1, 2026

Closing Date

May 11, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Francis Howell North Softball Field Renovation
Opens: May 1, 2026
Closes: May 11, 2026

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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 ℅ 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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Commodity Codes

• NAICS 236220Commercial and Institutional Building Construction

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