1-26018 Solicitation Document.pdf

(______________) Published on the City’s Website wichita.gov/legalnotices, Friday, July 10, 2026

REQUEST FOR BID NO. – 260186

Sealed Bids will be submitted electronically in the office of the City Purchasing Manager, 12th Floor, City Hall, 455 North Main, Wichita, Kansas, prior to 10:00 O'CLOCK A. M., FRIDAY, JULY 24, 2026. “Request for Bid” form MUST be used to submit your bid unless you are submitting your bid on our website (wichita.gov/procurementportal) using your secured login/password to submit a bid for:

PUBLIC WORKS & UTILITIES / ENVIRONMENTAL HEALTH

Grinding Wood Debris at Brooks Landfill

AS PER SPECIFICATIONS

F.O.B.: Wichita, KS

Bids will be opened after ten o’clock a.m., in the Board Room, 1st Floor, City Hall, 455 North Main, Wichita, Kansas.

Specifications and bid forms are on file in the office of the City Purchasing Manager, 12th Floor, City Hall, 455 N.

Main, Wichita, Kansas 67202, (316) 268-4636. This information may also be obtained on our website above.

Dated at Wichita, Kansas this 8th day of July, 2026.

Josh L. Lauber, MBA, CPSM Purchasing Manager https://www.wichita.gov/legalnotices https://wichita.bonfirehub.com/

CITY OF WICHITA

FINANCE DEPARTMENT/PURCHASING DIVISION

455 N. MAIN ST, 12TH FLOOR, WICHITA, KS 67202

PHONE: (316) 268-4636

WICHITA.GOV/PURCHASING

PURCHASING@WICHITA.GOV

wichita.gov/procurementportal

REQUEST FOR BID #260186

Grinding Wood Debris at Brooks Landfill – Environmental Health City of Wichita – Public Works & Utilities

City of Wichita

July 10, 2026

PROJECT DEFINITION

The City of Wichita is seeking bids from firm(s) for goods and/or services for the Department of Public Works & Utilities. One of the goals of obtaining goods and/or services is to process wood debris for beneficial use and reduce air space consumed from landfilling.

This Request for Bids is for the grinding of wood at the City of Wichita’s Brooks Landfill. The primary source of wood stock is tree debris consisting of limbs, brushes, and stumps that have been stockpiled by City maintenance crews, contractors, and the public. Tree debris averages 3-feet or smaller in diameter; however, stumps greater than 7-feet in diameter have been disposed of in the past. Additional wood stock will come from construction and demolition waste, such as wood pallets and untreated framing material that has been disposed of on site.

THE AWARD WILL BE BASED ON THE LOWEST AND BEST TOTAL BID FOR THE GROUP SELECTED.

Any questions regarding this document must be submitted via the procurement portal’s “Ask a Question” functionality or by email to Jason Brogden (jbrogden@wichita.gov) no later than 4:00 p.m. July 16, 2026.

Questions must be submitted via email or procurement portal, and they will be answered through an addendum made available to all interested parties.

Tentative Schedule of Events Solicitation Advertised July 10, 2026 Questions Due Via Email July 16, 2026 4:00 p.m. CT Questions Answered Via Addendum Week of July 20, 2026 Bids Due July 24, 2026 10:00 a.m. CT City Council Approval (tentative) August 4, 2026 https://www.wichita.gov/PURCHASING mailto:Purchasing@wichita.gov

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable infrastructure; Provide conditions for living well.

City of Wichita 2 RFB #260186

Table of Contents

1. OVERVIEW AND SUMMARY

2. SCOPE OF SERVICES

6. BID TERMS

A. Questions and Contact Information:

B. Bid Submission:

C. Evaluation Criteria:

D. Tentative Schedule:

E. Minimum Respondent Qualifications:

F. Bid Requirements:

G. City of Wichita Responsibilities:

H. Challenges and Protests:

7. CONTRACT PERIOD AND PAYMENT TERMS

8. INSURANCE REQUIREMENTS

9. GENERAL SPECIFICATIONS:

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 3 RFB #260186

1. OVERVIEW AND SUMMARY

The City of Wichita is the largest city in Kansas with a population of approximately 397,000 and is the seat of Sedgwick County. As of May 2024, the City’s total land area was approximately 167 square miles. Major highways, including the Kansas Turnpike (I-35), Interstate 135 and U.S. 54 (Kellogg Avenue) link the City with a large trade area that encompasses a population of more than 1.1 million people within a 100-mile radius. The City of Wichita employs approximately 3,100 employees providing a full range of municipal services, including police and fire protection, parks and recreation programs, libraries, public housing, municipal transportation, airports, water and sewer utilities, general administration, and other services.

Information regarding the City of Wichita can be found at wichita.gov. The legislative body of the City consists of a six-member City Council, elected by district, and a full-time Mayor elected from the City-at-large. The Council members and the Mayor serve four-year terms overlapping. The Council and Mayor establish general policies, which are executed by the City Manager.

Brooks Landfill is located at 4100 N West Street, Wichita, Kansas. The landfill comprises a 360-acre site that has four closed municipal solid waste (MSW) cells, one closed construction and demolition (C&D) cell, and four areas that actively accept C&D waste, asbestos, and yard waste for composting. Summer operating hours (March 1-October 31) are 7:30am-5pm (M-F) and 8am-Noon (Sa); winter operating hours (November 1-February 28/29) are 7:30am-4:30pm (M-F) and 8am-Noon (Sa); the landfill is closed year-round on Sunday as well as all observed City holidays. The Facility closes at noon on New Year’s Eve and Christmas Eve.

The City of Wichita is soliciting requests for bids from vendors and/or firms for services for the Public Works & Utilities Department. The City reserves the right to award all, some, or none of the goods/services set forth in this Request for Bid (RFB) to any one proposer based on the City’s review and assessment of the bids meeting the criteria/specifications set forth herein.

Brooks Landfill has an ongoing need for grinding tree debris approximately four (4) times per year with a total annual volume of approximately 240,000 cubic yards of tree debris per year.

Grinding normally occurs once per quarter, but may be adjusted as needed, depending on seasonal and environmental conditions. There is a current need to grind approximately 50,000 cubic yards of tree debris.

There is no current need to grind C&D wood waste; however, Brooks Landfill is considering adding C&D wood waste to the wood stock beginning January 2027. Brooks Landfill receives, on average, 7,975 tons of C&D waste per month; approximately 50 percent of which is wood waste that could be diverted for grinding.

If diverted, grinding would need to occur, at a minimum, bi-monthly to stay atop of stockpile growth.

https://www.wichita.gov/

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 4 RFB #260186

2. SCOPE OF SERVICES

A. Requested Service

The City will select either Group 1, 2, or 3 for the award depending on the lowest and best total bid for the group determined to be in the best interests of the City’s needs.

1. Group 1 – Wood Stock Grinding ≤ 8”

This service is for grinding 100% of the wood stock (tree debris and C&D wood waste) to a size that is conducive to landfill operations (e.g., air space management, supplementing daily and intermittent cover, etc.). The bid price will include grinding of wood stock into wood chips of 8-inches or finer (≤ 8”). The Contractor shall provide a quote for grinding of wood stock in the form of a cost per cubic yard with mobilization/mileage cost included, if applicable.

2. Group 2 – Wood Stock Grinding ≤ 4”

This service is for grinding 100% of the wood stock (tree debris and C&D wood waste) to a size that is conducive to beneficial use (e.g., decorative landscaping, etc.). The bid price will include grinding of wood stock into wood chips of 4-inches or finer (≤ 4”). The Contractor shall provide a quote for grinding of wood stock in the form of a cost per cubic yard with mobilization/mileage cost included, if applicable.

3. Group 3 – Wood Stock Grinding Variable Sizes This service is for grinding wood stock (tree debris and C&D wood waste) to multiple sizes that are conducive to different operational needs. The bid price will include grinding of 50% of the wood stock into wood chips of 8-inches or finer (≤ 8”), 40% of the wood stock into wood chips of 4-inches or finer (≤ 4”), and 10% of the wood stock into wood chips of 0.5-inches or finer (≤ 0.5”). The Contractor shall provide a quote for grinding of wood stock in the form of a cost per cubic yard with mobilization/mileage cost included, if applicable.

3. Order of Progress The order of progress will originate with the City of Wichita Brooks Landfill management staff and be communicated to the Contractor through phone and/or email. The City will notify the Contractor when wood stock has accumulated to a minimum of 20,000 cubic yards, and the Contractor will be required to commence grinding within two (2) weeks of notification, unless delayed by weather conditions.

The Contractor will be required to finish grinding within four (4) weeks of commencing grinding, unless delayed by weather.

Grinding shall only occur during normal operating hours for Brooks Landfill.

Product (wood chips) from each stockpile shall not be mixed (tree debris wood chips shall be kept separate from pallet wood chips, et cetera).

Product (wood chips) of different sizes, if applicable, shall not be mixed (8” wood chips shall be kept separate from 4” wood chips, et cetera).

The time of completion being an essential part of landfill operations, the Contractor shall pay the City liquidated damages in the amount of $100.00 for each additional working day, after the specified

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 5 RFB #260186 completion date that the work remains uncompleted. All charges for liquidated damages shall be deducted from the Contractor payments at the time of completion.

Due to the amount of wood stock currently at the landfill, the first grinding for the contract will be exempt from liquidated damages and allowed for a longer than typical 4-week cleanup period. Prior to the commencement of first services, the awarded Contractor and City Staff will meet to determine an acceptable timeframe of first services. Shall the Contractor not continually work on the services, liquidated damages will be reinforced.

Prior to beginning to grind a new stockpile, Brooks Landfill staff and the Contractor will measure, mutually agree on the volume, and establish in writing (with both parties’ signatures) the cubic yards of wood stock to be ground. Any wood stock accepted by Brooks Landfill after that time will be placed in a new stockpile to accumulate for future measurement and grinding.

When grinding of a stockpile is complete, the Contractor will notify Brooks Landfill management staff who will verify that the agreed upon volume of wood stock has been ground. If at the time of the final inspection, portions of the work are determined to be unsatisfactory, the Contractor shall correct the deficiencies, where upon another inspection of the revised work will be made before final acceptance.

4. General Specifications No sub-contracting will be allowed under this contract without expressed written permission from the City of Wichita Environmental Health Program Manager. Sub-contracting shall only be considered if deemed necessary to complete grinding operations (e.g., specialized equipment is necessary due to the size/diameter of the wood stock).

Employees of the Contractor must be at least 18 years of age.

All employees of the Contractor will be required to properly wear Personal Protective Equipment (PPE) and follow all safety standards in accordance with all applicable standards including ANSI Z133, ANSI Z245, OSHA 29 CFR 1910.266 “Logging Operations”, and OSHA 29 CFR 1926 Subpart C, as well as the General Duty Clause of the OSH Act of 1970. PPE shall be provided to the employees of the Contractor by the Contractor.

Equipment used to execute this contract will be the property of the Contractor. Minimum equipment requirements for wood grinding include a loader or excavator and a horizontal grinder (no tub grinders will be allowed). All equipment is to be in good to excellent working condition.

No welding or cutting torches will be allowed on the tipping deck. If welding or cutting is required, the equipment must be moved off the tipping deck for repairs. An appropriate fire extinguisher shall always be present when welding or cutting equipment is being used.

An appropriate fire extinguisher or other approved fire suppression equipment, such as a water truck, shall always be present when grinding in case of hot spot fires.

The Contractor is responsible for grinding away from the flow of pedestrian and vehicular traffic and ensuring that wood grinding operations do not compromise the safety of landfill workers or customers.

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 6 RFB #260186

Work shall be executed in such a way as to avoid hazards to persons and property, interference with adjacent landfill disposal areas, and interruption of free passage to and from such disposal areas.

The Contractor is responsible for any damage inflicted by the Contractor on public or private property.

The Contractor is responsible for any environmental permits required due to grinding activities (e.g., Air Emission Source Operating Permit (if not exempt), et. cetera).

5. Operational Safety Clause The City of Wichita reserves the right to have Brooks Landfill management staff and/or the City safety officer immediately halt all Contractor operations if proper PPE is observed not being utilized by employees of the Contractor or if any other act is observed that (1) could compromise the health and safety of the employees of the Contractor, employees of the City of Wichita, patrons of Brooks Landfill, or the adjacent properties, (2) could compromise the safe operations of Brooks Landfill, or (3) is prohibited by the terms of the permit of operation issued by the Kansas Department of Health and Environment.

The Contractor will not be allowed to resume operations until the safety concerns are appropriately addressed to the satisfaction of the City of Wichita Brooks Landfill management staff or City of Wichita safety officer. Halted time will not be grounds for an extension to avoid liquidated damages.

E. Chemical Storage and Spills All chemicals and fuel brought onsite are to be stored in containers approved for said chemical/fuel and appropriately marked.

The Contractor shall provide any fuel necessary to operate the equipment used to provide this service.

Bulk fuel containers, if used, shall be placed in an area away from the active working face and approved by Staff. The Contractor shall have available a spill containment kit or set up a protective berm around bulk containers.

The Contractor shall immediately notify Staff of any chemical or fuel spill, as well as take corrective action to minimize contamination. Cleanup for any chemical spill shall be the responsibility of the Contractor. If the Contractor is unable to clean up the spill in a reasonable amount of time, City staff may assist;

however, expenses incurred will be charged to the Contractor for reimbursement at the rate of $30.00 per hour per employee, plus $8.00 per gallon of fuel consumed, and face value for all other expenses (materials, supplies, disposal charges, etc.).

6. BID TERMS

A. Questions and Contact Information:

Any questions regarding this document must be submitted via the procurement portal’s “Ask a Question” functionality or by email to Jason Brogden, jbrogden@wichita.gov in accordance with the dates and times stipulated for questions. Any questions of a substantive nature will be addressed in written form as a posted addendum on the City’s Procurement Portal (wichita.gov/procurementportal). Respondents are responsible for checking the City’s Procurement Portal and acknowledging any addenda electronically as a part of the Procurement Portal submission’s electronic acknowledgment for all stipulated response forms and addendum acknowledgments.

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 7 RFB #260186

To ensure interested parties receive notification of any published addendum by the City, respondents need to verify the selection of “semi-hourly” on their Procurement Portal - Notification Center settings:

• Accept Invites from Agencies (to receive invitations for new solicitation opportunities)

• Accept Messages (to receive notifications for any published addendum)

Failure to select “semi-hourly” notification settings will impact your Procurement Portal profile’s ability to receive notifications and messages by the City of Wichita Purchasing Division.

To view your Procurement Portal’s Notification Center settings, log into your account and select Settings, Global Vendor Record, Manage my Organization, and Notifications to view this settings screen. If further assistance is needed, please contact the Purchasing Office directly at purchasing@wichita.gov or by phone at 316-268-4636.

B. Bid Submission:

Bids will be received (electronically as stated) in the office of the City Purchasing Manager, 12th Floor, City Hall, 455 North Main, Wichita, Kansas, prior to 10:00 O'CLOCK A.M., Friday, July 24, 2026 Bids are to be submitted through the City’s Procurement Portal (wichita.gov/procurementportal) using a secure login/password.

If a Bonfire registration for system access has not been completed, please visit wichita.gov/purchasing for assistance. On the Purchasing website page, a video tutorial (Bonfire Registration Video) walkthrough and registration resources are available to help in the completion of the registration process. If further assistance is needed, please contact the Purchasing Office directly at purchasing@wichita.gov or by phone at 316-268-4636.

All bids, including supporting documentation/manuals, shall become the property of the City.

C. Evaluation Criteria:

Bid Award will be based on the Lowest and Best Total for the Group Selected from a Responsible and Responsive vendor.

The City, through its Board of Bids and Contracts, reserves the right to accept or reject any or all bids and any part of parts of any bid and to waive formalities therein to determine which is lowest and best bid. Any bid which is incomplete, conditional, obscure, or which contains additions not called for or irregularities of any kind, may be rejected. All bids are awarded subject to a check of the computations shown on the "Request For Formal Bid" form. In the event of a discrepancy in the extension(s) or total for the item(s), the unit cost shall prevail.

The City, through its Purchasing Manager, reserves the right to accept or reject any or all submittals and any part or parts of any submittal, and to waive formalities therein to determine which is the most beneficial bid.

D. Tentative Schedule:

The tentative schedule will apply to this Request for Bid (RFB) and may change according to with the City’s needs or unforeseen circumstances. All dates and times will be in Central Standard Time (CST;

mailto:purchasing@wichita.gov https://wichita.bonfirehub.com/ https://www.wichita.gov/purchasing mailto:purchasing@wichita.gov

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 8 RFB #260186

CDT) and can be confirmed through the Purchasing Office located at 455 N. Main 12th Floor Wichita, KS 67202, calling (316) 268-4636, or by contacting the buyer listed on the solicitation document.

Questions of a substantive nature will be reviewed and answered in written form as an addendum and posted to the City’s Procurement portal at wichita.gov/procurementportal.

Vendors are encouraged to complete bidder registration by visiting the City of Wichita’s eProcurement Portal at wichita.gov/procurementportal, then follow the link to the Bonfire vendor registration page to register your company. Please check our website, wichita.gov/purchasing for upcoming registration opportunities, training dates & locations, and information as it is updated in the near future.

Event Date Solicitation Advertised July 10, 2026 Last Day for Written Question July 16, 2026 @ 4:00 p.m. CT Addendum Posting Week of July 20, 2026 Bid Due July 24, 2026 @ 10:00 a.m. CT City Council Approval August 4, 2026

E. Minimum Respondent Qualifications:

This section lists the criteria to be considered in evaluating the responsiveness of firms interested in providing the goods and/or service(s) specified in this Request for Bid. Firms should meet or exceed these qualifications to be considered for award. Any exceptions to the requirements listed should be clearly detailed in the proposer’s response. Bidders shall:

1. Have a minimum of three (3) years’ experience in providing similar services specified in this

RFB.

2. Understanding of industry standards and best practices.

3. Have experience in providing goods and/or services of comparable size and complexity to that being requested.

4. Have knowledge of and comply with all currently applicable, and as they become enacted during the contract term, federal, state and local laws, statutes, ordinances, rules and regulations. All laws of the State of Kansas, whether substantive or procedural, shall apply to the contract, and all statutory, charter, and ordinance provisions that are applicable to public contracts in the city shall be followed with respect to the contract.

5. Registration with the Kanas Secretary of State’s Office before contract execution.

6. Having Municipal government experience is preferable; however, the City will make the final determination based on responses received and the evaluation process.

7. Have the capacity to acquire all bonds, escrows or insurances as outlined in the terms of this

RFB.

8. Provide project supervision (as required) and quality control procedures.

9. Have appropriate material, equipment and labor to perform specified services.

10. Ensure parking occurs only in designated areas and parking permits are displayed (if provided).

11. Wear company uniform or ID badge for identification purposes.

12. Meet local, state, and federal guidelines as applicable.

F. Bid Requirements:

1. Completed Bonfire Portal (wichita.gov/procurementportal) submission (or Request for Bid Form signed and dated if submitted via paper).

https://wichita.bonfirehub.com/ https://wichita.gov/procurementportal

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 9 RFB #260186

2. Bids submitted may not be withdrawn for a period of 60 days following the opening of this Request for Bid. Prices MUST also be free of duties and federal, state, and local taxes unless otherwise imposed by a governmental body, and applicable to the material on the proposal.

3. Pricing for all stipulated Item(s) and/or Group(s) requirements. Bidders who do not submit pricing for all items when stipulated may be deemed nonresponsive when not adhering to:

Lowest and Best Total Per Selected Group when requested will be calculated by aggregate option total.

4. Exceptions to any part of this document clearly delineated and detailed.

5. Responses that do not include all required forms/items may be deemed non-responsive.

G. City of Wichita Responsibilities:

1. Designate a Department contact person for any daily communication(s) required to ensure goods and/or services delivery.

2. Provide Contractor with appropriate facility access(es) for completion of awarded goods and/or services.

3. Provide Contractor with Contact Information for key City staff who will manage the contract.

4. Staff will assist in the cleanup of chemical spills, if necessary. The Contractor will be billed as indicated under Section II.E. Chemical Storage and Spills.

H. Challenges and Protests:

Challenges A challenge is defined as a written objection by any party interested in responding to either a bid or proposal (collectively referred to as solicitations), when that party wishes to have the City consider an addition, substitution or modification to the specifications stated in the outstanding solicitation.

The written challenge of the solicitation specifications must be filed with the Purchasing Manager located on the 12th Floor, Finance Department at City Hall, 455 N Main, Wichita, KS 67202, telephone number

(316) 268-4636, at least five (5) business days before the solicitation opening due date and time as listed on the solicitation documents. Any challenge to solicitation specifications received after the five (5) business days deadline will not be considered by the City. The Purchasing Manager will acknowledge receipt of the challenge. The written challenge is to include the name, address, email address and telephone number of the interested party, identification of the solicitation number and project title, a detailed statement of the reasons for the challenge, supporting evidence or documentation to substantiate any arguments, and the form of relief requested, e.g. the proposed addition, substitution or modification to the specifications. The Purchasing Manager will investigate the written challenge and any evidence or documentation submitted with the challenge.

In the event of a timely challenge of the solicitation specifications to the Purchasing Manager, the affected pending solicitation shall not proceed further until the challenge is resolved by Purchasing Manager decision. The Purchasing Manager will issue a written decision, which will be posted on the City’s Procurement Portal, wichita.gov/procurementportal, for viewing by all interested parties. The decision rendered by the Purchasing Manager will be final.

Protests A protest is defined as a written objection to a proposed award, or the award of a contract, with the intention of receiving a remedial result. In order to be considered valid, a protest must 1) come from an actual bidder or proposer for the contract, 2) who claims to be the rightful award recipient, 3) whose https://wichita.gov/procurementportal

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 10 RFB #260186 economic interest may be affected substantially and directly by the award of a contract or by the failure to award a contract. Suppliers or subcontractors to a bidder or proposer cannot file a valid protest. A valid protest can only be filed by a bidder or proposer which can show that it would be awarded the contract if the protest were successful. Therefore, all conditions numbered 1 through 3 listed above in this paragraph must be met.

The written protest for bids must be filed with the Contract Compliance Officer located on the 12th Floor, Finance Department, City Hall, 455 N Main, Wichita, KS prior to 9:00 a.m. of the Tuesday immediately following the posting of the notice of intent to award on the City’s Purchasing Bid Results site wichita.gov/purchasing. Failure of a protestor to file a written protest related to the award of a contract prior to the 9:00 a.m., Tuesday deadline will invalidate that protest and cause it not to be considered.

The written protest for proposals must be filed with the Contract Compliance Officer located on the 12th Floor, Finance Department, City Hall, 455 N Main, Wichita, KS prior to 5:00 p.m. on the third business day following the day of issuing an email or written notification of award. Failure of a protestor to file a written protest related to the award of a contract prior to 5:00 p.m. on the third business day deadline will invalidate that protest and cause it not to be considered.

The Contract Compliance Officer will acknowledge receipt of the written protest. The written protest is to include the name, address, email address and telephone number of the protestor, identification of the solicitation number or contract number and project title, a detailed statement of the reasons for the protest which justify the relief sought, supporting evidence or documentation to substantiate any arguments, and a concise statement of the form of relief requested (e.g. reconsideration of the offer). All the above required information must be included in the protest at its submission. Untimely protests will be returned unopened. Incomplete protests will be rejected without consideration.

In the event of a valid, timely protest, the City shall not proceed with the execution of the contract until all City administrative remedies have been exhausted or waived, or until a determination is made that a contract award is required to protect the interests of the City.

The decision of the Contract Compliance Officer, based on review of the written protest and information available from City sources, will be rendered within ten (10) business days after receipt of protest, will recite the reasons for the decision, and be provided to the protestor by email or written notification.

The protestor may seek reconsideration of the decision of the Contract Compliance Officer’s decision in writing to the Internal Auditor on the 13th Floor, City Manager Office, City Hall, 455 N Main, Wichita, KS prior to 5:00 p.m. on the third business day following the day of issuing an email or written notification of decision. Failure of a protestor to file a written reconsideration request related to the Contract Compliance decision prior to 5:00 p.m. on the third business day deadline will invalidate that protest and cause it not to be considered. The Internal Auditor decision will be issued by email or written notification, within ten (10) business days after receiving the written reconsideration, unless this time for a response is extended in writing and agreeable by both parties.

The Internal Auditor’s decision will be final, unless the protestor seeks a hearing before the City Council, by written request filed with the City Clerk, located on the 13th Floor, City Hall, 455 N Main, Wichita, KS, prior to 5:00 p.m. on the third business days after issuance of the Internal Auditor written decision.

Failure of a protestor to file a written reconsideration request related to the internal Auditor’s decision

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 11 RFB #260186 prior to 5:00 p.m. on the third business day deadline will invalidate that protest and cause it not to be considered.

If there is a timely written reconsideration request, the protestor may seek reconsideration of the decision of the Internal Auditor by means of a hearing before the City Council. This hearing must be in aid of the City Council’s legislative authority to approve contracts for goods, services, and public improvements on behalf of the City, and does not imply any due process right of the protestor in an unawarded, unexecuted contract. The hearing must be scheduled as soon as practicable according to the City Council’s calendar. The hearing must be granted only upon such facts and issues as are presented in writing to the City Clerk for submission to City Council at or before noon on the Thursday preceding the scheduled hearing. No documents or other evidence must be accepted at the hearing. The protesting party must have available no more than 20 minutes for presentation of argument, followed by no more than 20 minutes of argument presented by City staff. The City Council may deliberate in executive session to seek the assistance of the City Attorney, but must deliver its decision from the bench during the City Council meeting.

If a written protest is made against any proposed award or the award of a contract that relies in part on federal funding, then the Contract Compliance Officer must notify the Granting Authority in writing with all information regarding the protest. A protestor must exhaust all administrative remedies with the City of Wichita before pursuing a protest with the Granting Authority. Protestors are put on notice that according to federal regulations, certain determinations made at the local level are not subject to appeal to the Granting Authority. If a review is granted by the Granting Authority, it will be limited to:

1. the City of Wichita’s failure to have or follow its protest procedures, or its failure to review a complaint or protest; or

2. violations of Federal law or regulations.

The Contract Compliance Officer will provide notice to the Granting Authority Regional Office or Headquarters Office of any request for reconsideration before the City Council, and also provide notice of the decision rendered by the City Council, or any alternative resolution reached.

7. CONTRACT PERIOD AND PAYMENT TERMS

The term of this contract shall be for a one (1) year period with four (4) one (1) year options to renew under the same terms and conditions by mutual agreement of both parties. Specific project details (Statement of Work, Milestones, etc.) will be negotiated prior to execution of contract. Once goals as outlined are met and parties mutually agree that terms have been satisfied, the contract shall be complete.

Either party may cancel its obligations herein upon thirty-day (30) prior written notice to the other party. It is understood that funding may cease or be reduced at any time, and in the event that adequate funds are not available to meet the obligations hereunder, the city reserves the right to terminate this agreement upon thirty (30) days prior written notice to the contracted party. Payment will be remitted following receipt of a detailed invoice that, depending upon the scope of services solicited, may require outlining of City-assigned work order number, labor hours, hourly labor cost, materials costs, miscellaneous costs (i.e. – shop supplies, travel time, vehicle charges, etc.). Any payments remitted for installation, maintenance, and/or repair will itemize costs of labor and materials, including hourly rate, number of hours worked, and

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 12 RFB #260186 materials costs. Invoices received that are missing this information will be returned to the vendor for correction.

This is a tax-exempt project. A Sales Tax Exemption Certificate from the State of Kansas, upon request, will be provided.

The Contractor will mail or email an invoice in a PDF format to Brooks Landfill management with-in thirty

(30) days after services have been completed. The email will be provided to the winning bidder.

All invoices submitted for payment for grinding services will include a copy of the written statement of starting volume which was signed by both the City and the Contractor attached to the invoice.

Once all documentation is received, payment will be made in accordance with the payment terms (Net 15 or Net 30) established in your vendor account.

SOLICITATION

260186 PW _ Environmental Health Grinding Tree Debris at Brooks Landfill

Responses are due before:

CONTACT INFORMATION

Contact: Jason Brogden Email: jbrogden@wichita.gov Phone: (316) 268-4429 Fax: (316) 268-4656 Address: 455 N Main, 12th Floor, Wichita, KS 67202

PLEASE QUOTE DELIVERED PRICES ON THE EQUIPMENT, MATERIAL, OR SERVICES LISTED BELOW

VENDOR NAME TELEPHONE NUMBER (including area code)

VENDOR ADDRESS EMAIL ADDRESS

VENDOR CITY/STATE/ZIP VENDOR TIN/FEIN/SSN

TITLE DELIVERY OR COMPLETION

SIGNATURE PRINT NAME

07/24/2026 10:00:00 AM

RETURN TO:

Submit Electronically (preferred method to https://wichita.gov/procurem entportal

Line # Bid Item Description Quantity UOM Group 1

1 - 1 Grind wood stock into wood chips 8 inches or finer per specifications 240,000 CY Group 1 Total

Group 2 2 - 1 Grind wood stock into wood chips 4 inches or finer per specifications 240,000 CY

Group 2 Total Group 3

3 - 1

Grind 50% of wood stock into wood chips 8 inches or finer, 40% of wood stock into 4 inches or finer, and 10% of wood stock into wood chips 0.5 inches or finer per specifications 240,000 CY

Group 3 Total

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 13 RFB #260186

8. INSURANCE REQUIREMENTS

LIABILITY INSURANCE SPECIFICATIONS

The Successful Bidder will be required to furnish a Certificate of Insurance (prior to the Purchase Order, Agreement, or Contract being issued) with the following minimum coverage:

1. Commercial General Liability

Covering premises---operations, xcu hazards, Product/Completed Operations, errors and omissions, Broad Form Property Damage and Contractual Liability with minimum limits as follows:

Bodily Injury Liability $1,000,000 Each Occurrence $2,000,000 Annual Aggregate

Property Damage Liability $1,000,000 Each Occurrence $2,000,000 Annual Aggregate Or Bodily Injury and Property Damage $1,000,000 Each Occurrence Liability (Combined Single Limit) $2,000,000 Annual Aggregate

2. Comprehensive Automobile Liability All Owned, Non-Owned, and Hired vehicles with minimum limits as follows:

Bodily Injury Liability $1,000,000 Each Occurrence

Property Damage Liability $1,000,000 Each Occurrence Or Bodily Injury and Property Damage Liability (Combined Single Limit) $1,000,000 Each Occurrence

3. Workers' Compensation to meet Statutory requirements.

4. Employers Liability $1,000,000 Each Accident $1,000,000 Occupational Disease $1,000,000 Annual Aggregate

The following additional coverages will apply when selected:

Required: YES___ NO _X__

5. Professional Liability (Claims made basis) $1,000,000 Each Claim $1,000,000 Annual Aggregate Required: YES___ NO _X__

6. Pollution Liability $1,000,000 Each Claim $1,000,000 Annual Aggregate Required: YES___ NO _X__

7. Umbrella Liability $1,000,000 Each Claim $1,000,000 Annual Aggregate The Insurance Certificate must contain the following:

The City of Wichita shall be added as primary and non-contributory additional insured. The policy shall also provide coverage for contractor’s/vendor’s contractual obligations created in the Agreement. Coverage shall be the greater of the requirements stated here or the contractor’s existing policy.

The Certificate of Insurance must be submitted within ten (10) days after notification of award to the City of Wichita Purchasing Manager, City Hall, 12th Floor, 455 North Main, Wichita, Kansas, 67202-1694.

END OF SPECIFICATIONS

(2/2026)

9. GENERAL SPECIFICATIONS:

GENERAL SPECIFICATIONS

BID FORMS

All bids MUST be electronically submitted and acknowledged (Yes/No) by an officer or employee authorized to submit and bind the bidder to the terms of the solicitation and bidder. Any exceptions, to the specifications, terms and/or other conditions concerning the bid, must be noted in the “bid" submitted to be considered. The "bid" is to be submitted electronically through the City’s Procurement Portal (wichita.gov/procurementportal) using a secure login/password. Vendors are requested to submit current literature or brochures relating to their bid.

LICENSE

Vendors bidding on commodities or services for the City of Wichita must be currently licensed by the City of Wichita or the State of Kansas, where applicable, before a purchase order or contract will be issued.

BILLING TERMS

Discounts for prompt payment will be considered in the evaluation of your bid. The discount time will not begin until the City receives all of the commodities or services. If testing is required, the discount time will begin upon completion of the testing. Billing terms must be noted on the bid form to consider the deduction in the award.

CONTRACT

The successful bidder agrees to enter into a contract with the City, and when required, as per specifications, to furnish bond by a surety company authorized to do business in the State of Kansas.

SUBCONTRACTING/JOINT VENTURES

Respondents are encouraged to consider subcontracting portions of the contract to small and emerging businesses. A joint venture between two or more vendors is wholly acceptable if it serves the best interests of the City of Wichita. If this is done, the names of the proposed subcontracting vendors must be clearly identified in the qualification. Following an award of the contract, no additional subcontracting will be permitted without the express prior written consent of the City of Wichita. The firm receiving the contract award will be responsible for any work of such subcontractors and sign the contract with the City of Wichita.

SMALL & EMERGING BUSINESS ENTERPRISE PARTICIPATION ENCOURAGEMENT

The City of Wichita encourages all bidders to include small and emerging business enterprise participation in their bid.

ARBITRATION PROVISIONS

"Notwithstanding anything to the contrary contained in these bid documents or the contract to be awarded herein, the City shall not be subject to arbitration and any clause relating to arbitration contained in these bid documents or in the contract to be awarded herein shall be null and void."

ANTITRUST LITIGATION CLAUSE

"For good cause, and as consideration for executing a purchase order/contract, the contractor, acting therein by and through its authorized agent, hereby conveys, sells, assigns, and transfers to the City of Wichita, all rights title and interest in and to all causes of action it may now or hereafter acquire under the antitrust laws of the United States and the State of Kansas, relating to the particular product, products, or services purchased or acquired by the City of Wichita, Kansas, pursuant to a purchase order/contract.

CONSTRUCTION - PAVING PROJECTS

On construction or paving projects, contractors MUST contact the City Controller's Office, City Hall, 12th Floor, 455 North Main Street for a Kansas Sales Tax Exemption Certificate prior to starting work. Contractors will be responsible for paying Kansas Sales Tax on any purchase for these projects made before the certificate is issued.

MUTUAL WAIVER OF CONSEQUENTIAL DAMAGES

The contractor and owner waive claims against each other for consequential damages arising out of or relating to this contract. This mutual waiver includes, but is not limited to:

1) Damages incurred by the owner for rental expenses, for loss of use, income, profit, financing, business and reputation and for loss of management or employee productivity or for the services of such persons; and

2) Damages incurred by the contractor for principal office expenses, including, but not limited to, the compensation of personnel stationed in such principal office, for losses of financing, business and reputation and for the loss of profit, except anticipated profit arising directly from the construction.

RESTORATION

"Contractor shall, as a condition of final payment, restore all right-of-way and adjacent private property which has been disturbed, damaged or otherwise affected by construction to a condition equal to or better than existed prior to the commencement of construction. Such restoration shall include but not be limited to regrading and seeding of areas where grass was planted and growing prior to construction; provided, however, such regrading and seeding of lawn areas, when completed, shall be considered to be restoration of an area to a condition equal to or better than previously existing grass growth and Contractor shall have no responsibility to ensure growth of such seeded area(s). This restoration shall be considered part of the contract work and Contractor shall be responsible for the performance of such restoration work in the same manner as it is responsible for the performance of the contract work."

FEDERAL EXCISE TAX

The articles specified in this bid are for the exclusive use of the City of Wichita, Kansas. Therefore, Federal Excise Tax shall not be imposed. The City of Wichita, Kansas Federal Excise Tax Exemption Certificate Number is 48 77 0021K.

ESTIMATED QUANTITIES

If estimated quantities are shown, on the "Request For Formal Bid" form, they are used to evaluate the bid only. The figure(s) listed is the estimated usage only and is not intended to limit or guarantee in any way, the amount the City may purchase under the purchase order/contract.

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable infrastructure;

Provide conditions for living well.

City of Wichita 15 RFB #260186

CITY OF WICHITA CREDIT CARD

Presently, many City Agencies use a City of Wichita Procurement Card (Visa) in lieu of a City warrant to pay for some of its purchases. No additional charges will be allowed for using the card.

DELIVERY

Delays in delivery caused by bona fide strikes, government priority or requisitions, riots, fires, sabotage, acts of God or any other delays deemed by the Board of Bids and Contracts to be clearly and unequivocally beyond the contractor's control, will be recognized by the City, and the contractor will be relieved of the responsibility of meeting the delivery time, as stipulated in the contract, upon contractor's filing with the Board of Bids and Contracts a notarized just and true statement signed by a responsible official of the contractor's company, giving in detail all the essential circumstances which, upon verification by the City, justifies such action by the Board of Bids and Contracts.

AWARD

The City, through its Board of Bids and Contracts reserves the right to accept or reject any or all bids and any part of parts of any bid and to waive formalities therein to determine which is lowest and best bid. Any bid which is incomplete, conditional, obscure, or which contains additions not called for or irregularities of any kind, may be cause for rejection of the bid. All bids are awarded subject to a check of the computations shown on the "Request For Formal Bid" form. In the event of a discrepancy in the extension(s) or total for the item(s), the unit cost shall prevail.

If there are tie bids, the Board of Bids and Contracts will recommend the successful bidder, and final determination will be made by the City Council.

THE AWARD WILL BE BASED ON THE LOWEST AND BEST TOTAL PER GROUP SELECTED.

EXHIBIT A

CITY OF WICHITA MANDATORY CONTRACTUAL PROVISIONS ATTACHMENT

1. Terms Herein Controlling Provisions. The terms of this attachment shall prevail and control over the terms of any other conflicting provision in any other document relating to and a part of the Agreement.

2. Choice of Law. This Agreement shall be interpreted under and governed by the laws of the State of Kansas. Any dispute or cause of action that arises in connection with this Agreement will be brought before a court of competent jurisdiction in Sedgwick County, Kansas.

3. Termination Due to Lack of Funding Appropriation. If, in the judgment of the City’s Director of Finance, sufficient funds are not appropriated to continue the function performed in this Agreement and for the payment of the charges hereunder, City may terminate this Agreement at the end of its current fiscal year. City agrees to give written notice of termination to Contractor at least thirty (30) days prior to the end of its current fiscal year and shall give such notice for a greater period prior to the end of such fiscal year as may be provided for in the Agreement, except that such notice shall not be required prior to ninety (90) days before the end of such fiscal year.

Contractor shall have the right, at the end of such fiscal year, to take possession of any equipment provided to City under the Agreement.

City will pay to Contractor all regular contractual payments incurred through the end of such fiscal year, plus contractual charges incidental to the return of any related equipment. Upon the effective termination of the Agreement by City, title to any such equipment shall revert to Contractor. The termination of the Agreement pursuant to this paragraph shall not cause any penalty to be charged to the City or the Contractor.

4. Disclaimer of Liability. As a Kansas municipality, City shall not be obligated to protect, defend, hold harmless, or indemnify any Contractor beyond that liability incurred under the Kansas Tort Claims Act (K.S.A. 75-6101 et seq.). City specifically reserves and does not intend to waive any defenses, limitations of liability or damages, and/or immunities available to it under the Kansas Tort Claims Act or other state or federal law. It is understood that the duty to indemnify or hold harmless includes the duty to defend. This indemnification and hold harmless clause shall apply whether or not insurance policies shall have been determined to be applicable to any of such damages or claims for damages. In no event shall either party be obligated to indemnify the other on account of the negligence or willful misconduct of the party seeking indemnity or any agent or employee thereof.

5. Acceptance of Agreement. This Agreement shall not be considered accepted, approved or otherwise effective until the statutorily required approvals and certifications have been given.

6. Arbitration, Damages, Jury Trial and Warranties. The City does not ever accept binding arbitration or the payment of damages or penalties upon the occurrence of a contingency and expressly denies such acceptance for this Agreement. The City never consents to a jury trial to resolve any disputes that may arise hereunder and expressly denies such consent for this Agreement. Contractor waives its right to a jury trial to resolve any disputes that may arise hereunder. No provision of any document within the Agreement between the Parties will be given effect which attempts to exclude, modify, disclaim or otherwise attempt to limit implied warranties of merchantability and fitness for a particular purpose.

7. Representative's Authority to Contract. By signing this Agreement, the representative of the Contractor thereby represents that such person is duly authorized by the Contractor to execute…