Request for Proposals – Fitness Room Equipment

Bid Instructions

• Bid opening will be on February 28, 2026, at 12:00 p.m. at the Administrative Offices, 223 Henry Ave., Manchester, MO 63011.
• The Fire District reserves the right to accept and/or reject any and all bids. Furthermore, after review and consideration of the bids received, the Fire District will proceed with the best, qualified bid, which may not be the lowest bid submitted.
• The Fire District hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, minority business enterprises (MBE) and distressed business enteprises (DBE) will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, creed, color, gender, gender expression, age, disability, sex, national origin or military status in consideration for an award.
• Bid results may be obtained by emailing such request to dfrazier@westcounty-fire.org. No phone calls please. The time it takes for final bid results to be made public depends on the complexity of the project district examination of bids and related information about the project.

Bid Inquiries

Any questions or clarifications concerning this Bid must be received no later than 1:00 p.m. on February 21, 2026 via e-mail submission to: Chief Financial Officer Dave Frazier Jr. at dfrazier@westcounty-fire.org. Any questions received after this deadline may not be answered.

All bid submissions will be followed up with a confirmation email. If you do not receive confirmation within 24 hours, please contact Chief Financial Officer Dave Frazier via the email above.

Terms and Conditions

• The Fire District 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 the Fire District and must be excluded.
• The contract shall be effective for the approximate time it takes to complete and/or fulfill the scope and intention of the proposal.
• Vendors are required to clearly identify any deviations from the specifications in this submission.
• Proposals received after the designated time will be considered as “No Bid” and “Void” and will not be opened.
• All bidders must possess the current and appropriate business and/or professional licenses in their field.
• Award will be made to the best responsive, responsible bidder, or to the offeror whose proposal is most advantageous to the Fire District; price and other factors considered including geographic location, as applicable.
• The Fire District reserves the right to accept any item or group of items offered, unless the bidder qualifies their bid by specific limitations. The bid may be on an "all or nothing" basis if wording in the bid so states and if the 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.
• If applicable to this bid, the Contractor must comply with all provisions of the current Prevailing Wage Law that’s in effect. Certified payroll shall be submitted with request for payment.

Insurance

• The successful bidder must agree to provide and maintain during the life of the Contract the insurance(s) listed below, in the minimum amounts specified, with an insurance company licensed to do business in the State of Missouri. All policies must name the Fire District as an additional insured and provide for thirty (30) days written notice prior to any material changes or cancellation.
• Workers Compensation: Statutory limits as required by the statutes of the State of Missouri and Employer’s Liability with limits no less than $500,000.
• Comprehensive General Liability (including automobile): Limits of no less than $1,000,000/3,000,000/1,000,000 per occurrence or $3,000,000 CSL.

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.

Bid Specifications

The West County EMS and Fire Protection District is seeking bids for Fitness Equipment for all three locations (223 Henry Avenue, 13790 Manchester Road, and 13443 Clayton Road) as well as the delivery, installation, and setup of the equipment.

Base Scope of Work:

Station 1 - 223 Henry Avenue, Manchester, MO 63011

Station 2 - 13790 Manchester Road, Ballwin, MO 63021

Station 3 - 13443 Clayton Road, Town and Country, MO 63131

Any exclusions or deviations claimed by Contractor (if any) must be explained on the Exception Sheet.

Exception Sheet

If the item(s) and/or services proposed in the response to this bid is in any way different from that contained in this proposal or bid, the bidder is responsible to clearly identify all such differences in the space provided below. Otherwise, it will be assumed that the bidder’s offer is in total compliance with all aspects of the proposal or bid.

References

Please provide references for similar work performed within the past two (2) years.

Bidder Information

Bid Submission

All bid submissions will receive a confirmation email. If you do not receive confirmation of your bid submission within 24 hours, please contact Chief Financial Officer Dave Frazier at dfrazier@westcounty-fire.org .