1-RFI 260188 Solicitation Documents.pdf

(______________) Published on the City’s Website wichita.gov/legalnotices, Wednesday, July 15, 2026

REQUEST FOR INFORMATION NO. – 260188

Sealed Request for Information should be received 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, AUGUST 21, 2026.

One (1) electronic copy of the response submission is required. Responses are to be submitted electronically through the City’s Procurement Portal (wichita.gov/procurementportal) using secure login/password for:

To assist the City’s review, should be marked “Request for Information 260188” and show Due Date and Time to identify contents. “Solicitation Response Form” and “Request For Information" submittal letter are requested to be signed and dated to submit a response for:

PUBLIC WORKS & UTILITIES DEPARTMENT / UTILITIES

OPTIMIZATION

Asset Management (AM) Decision Support Tool (DST)

AS PER SPECIFICATIONS

F.O.B.: Wichita, KS

The review and evaluation of the submitted responses will take an estimated 90 to 120 days before notification from the City of Wichita that any expected subsequent solicitation will be released (if any). If the Purchasing Division may be of further assistance, please contact us at (316) 268-4636.

Dated at Wichita, Kansas, on the 15th day of July, 2026.

Josh L. Lauber, MBA, CPSM

Purchasing Manager https://www.wichita.gov/legalnotices https://wichita.gov/procurementportal

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 1 RFP #260188

CITY OF WICHITA

FINANCE DEPARTMENT/PURCHASING DIVISION

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

PHONE: (316) 268-4636

PURCHASING@WICHITA.GOV

WICHITA.GOV/PURCHASING

wichita.gov/procurementportal

REQUEST FOR INFORMATION #260188

Asset Management (AM) Decision Support Tool (DST) City of Wichita – PW&U

July 2026

PROJECT DEFINITION

The City of Wichita is seeking Information from firm(s) for an Asset Management (AM) Decision Support Tool (DST) for the Public Works & Utilities Department.. One of the goals of obtaining goods and/or services is to survey the market for available software tools and technical expertise that can support evidence-based decision making for asset management and capital renewal of linear, vertical and equipment assets for the City’s Public Works & Utilities (PW&U) and Park & Recreation (P&R) departments. This information is intended for development of a future Request for Proposal (RFP) for the PROJECT which would implement a Commercial Off The Shelf (COTS) software tool that works with the City’s current Computerized Maintenance Management System (CMMS) along with implementation assistance to serve that purpose.

To ensure appropriate review and consideration, please submit electronically through the City’s Procurement Portal (wichita.gov/procurementportal) using secure login/password by 10:00 A.M., Friday, August 21, 2026.

Any questions regarding this document must be submitted via the procurement portal’s “Ask a Question” functionality or by email to Chris Haislett, chaislett@wichita.gov no later than 5:00pm July 29, 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

RFI Released July 15, 2026

Questions Due Via Email July 29, 2026 5:00pm CT

Questions Answered Via Addendum August 5, 2026

Response Due August 21, 2026 10:00am CT

Evaluation September 2026 mailto:Purchasing@wichita.gov https://wichita.gov/PURCHASING https://wichita.gov/procurementportal mailto:chaislett@wichita.gov

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

City of Wichita 2 RFP #260188

Table of Contents

I. OVERVIEW AND SUMMARY

II. PROJECT OBJECTIVES

III. SCOPE OF SERVICES

IV. REPONSE TERMS

A. Questions and Contact Information:

B. Response Submission:

C. RESERVED

D. Tentative Schedule:

E. Minimum Respondent Qualifications:

F. Mandatory Elements:

G. RESERVED

H. RESERVED

I. RESERVED

V. CONTRACT PERIOD AND PAYMENT TERMS

VI. INSURANCE REQUIREMENTS

VII. GENERAL SPECIFICATIONS:

VIII. REQUEST FOR INFORMATION CONDITIONS CERTIFICATION (SUBMITTAL LETTER)

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

City of Wichita 3 RFP #260188

I. 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 https://www.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.

The future PROJECT seeks a COTS software solution, implementation and ongoing assistance utilizing the City’s existing data. The PW&U department has a history of utilizing data tools of varying complexity from ranked prioritization in Excel up to the COTS optimization software Brightly Predictor currently used for the Facilities division vertical assets. The Computerized Maintenance Management System (CMMS) for asset inventories and tracking work orders for all divisions with the exception of Fleet is CentralSquare Enterprise Asset Manager (EAM) previously named Lucity. The Fleet Division currently uses FASTER for asset, work order, and inventory management.

Water Production (WP) Source water for the City of Wichita and 11 wholesale customers in surrounding communities comes from Cheney Reservoir and the Equus Bed Well Field. The facilities at Cheney Reservoir consist of a pump station, an electric generator building, and an ozone generator building. Water from the Equus Bed Well Field is pumped to the water treatment plant from the Aquifer Storage and Recovery (ASR) Facility, which also treats surface water from the Little Arkansas River and recharges it into the aquifer.

Water is transmitted to the Midtown Water Treatment Plant (MWTP) which has a design capacity of 160 MGD and average daily demand of 46 MGD. A new water treatment plant, Wichita Water Works (WWW), is currently being commissioned and is expected to functionally replace MWTP soon.

Water Distribution (WD) The distribution system includes five booster pump stations, three towers, 2,548 miles of pipe and multiple remote valves. Finished water is pumped throughout the distribution system by the Hess High Service Pump Station adjacent to the MWTP. Also served are approximately 16,000 fire hydrants, and 166,000 active water meters.

Wastewater (WW) Treatment Wastewater Treatment Plant 2 (WWTP 2) is the City’s largest wastewater treatment plant with an average daily flow of 39 MGD. A major expansion for Biological Nutrient Removal (BNR) at WWTP 2 is expected to come online in 2027. WWTP 1 is a former treatment plant that now serves primarily as a pumping station.

WWTP 3 has an average daily flow of 1 MGD, and WWTP 4 has an average daily flow of 2 MGD. WWTP 5 is not currently in operation, but the facility is still maintained at a minimal level. This division also maintains 64 sewer lift stations.

Sewer Maintenance (SM) The sewer collection system is comprised of 2,310 miles of pipe and over 57,000 items including manholes and cleanouts.

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 RFP #260188

Stormwater (SW) The stormwater collection system is comprised of nearly 1,200 miles of conduit, 15 pump stations, 1 controlled dam, approximately 100 miles of levee and many control assets plus other drainage structures.

Facilities This division maintains the General Fund (GF) and Transient Guest Tax (TGT) funded buildings such as those in the Police, Fire, Parks & Recreation, Parking, Housing, Cultural and Library departments as well as City Hall, general Engineering and PW&U maintenance locations.

Streets The Street Maintenance Division oversees a significant transportation infrastructure network, including more than 5,300 lane miles of pavement. This network comprises over 22,000 individual pavement segments, which are organized into more than 2,000 super segments for asset management purposes. The Division is also responsible for maintaining nearly 280 National Bridge Inventory (NBI) bridges, approximately 600 signalized intersections and their associated appurtenances, and nearly 60,000 street signs.

Fleet

The Fleet Program is responsible for vehicles, wheeled equipment, and light equipment used by most of the

City of Wichita operating departments. Responsibilities include procurement and replacement, maintenance and repairs, centralized fuel services, and used asset disposal. There are more than 2,700 assets managed by the fleet program, along with 21 fueling locations throughout the City. Managed asset classes include heavy equipment, heavy duty vehicles, medium duty vehicles, light vehicles, light equipment, Police patrol vehicles, and Fire apparatus. The Fleet Division currently uses FASTER for asset, work order, and inventory management.

Parks & Recreation (P&R) The Department of Park & Recreation maintains approximately 7,500 acres of parkland, right-of-way, and other public green spaces. Within those spaces, P&R also maintains approximately 350+ outdoor athletic fields and courts, 6 outdoor pools, 12 splash pads, 4 skate parks, 8 dog parks, and 80+ playgrounds.

Vertical Assets For the descriptions below, a ‘building’ is any enclosed space >= 100 square feet (sqft), and all else above ground level are ‘structures’. Within the previous divisions, the vertical assets are:

- WP

o 69 buildings, 10 structures, 454,000 sqft

- WD

o 3 buildings, 2 structures, 36,000 sqft

- WW

o 68 buildings, 88 structures, 398,230 sqft

- SM

o 0 buildings, 0 structures, 0 sqft

- SW

o 15 buildings, 1 structure, 25,137 sqft

- Facilities o 365 buildings, 65 structures, 4.7 million sqft

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

City of Wichita 5 RFP #260188

Existing Asset Data Incorporation of current data is expected in the future PROJECT, and multiple past efforts have built up an extensive database. For reference here, the WP, WD, WW, SM and SW divisions are collectively referred to as Utilities. Around 2017, separate assessments were completed for the Utilities and Facilities divisions resulting in asset data records that are now kept in CS EAM which included condition assessments, attribute identification and development of risk scores.

Utilities data includes Geographic Information System (GIS) identifiers for all linear and point assets plus linked accessories. The vertical assets contain approximately 19,000 process equipment, 8,000 room assets, 1,900 building assets and 1,700 site assets. The linear assets contain over 105,000 sections of water, 53,000 sections of sewer piping and 42,000 sections of stormwater conduit.

Facilities data has a GIS shape file outlining the site property boundary, and there is an unmaintained site linear layer also. The main dataset contains practically all vertical assets with over 14,000 assets categorized under the UNIFORMAT II system. Most assets are groupings of similar items (e.g. all rooftop HVAC units at a location are 1 asset if they have the same install date and Expected Useful Life (EUL)). In addition, the 2017 Facility Condition Assessment (FCA) and subsequent FCAs produced this data which is only for a subset of Facilities locations, and there are an additional 48 buildings and 13 structures totaling near 700,000 sqft which need assessments to fully populate the database. Furthermore, the existing data has generally not been updated since 2017.

To support the Outsourced Pavement Preservation Program (OP3), the Street Maintenance Division currently utilizes an in-house, Excel based decision-support tool (DST) to identify, prioritize, and program roadway segments for pavement preservation treatments across the network. The DST incorporates pavement condition data collected through in-house inspections conducted at approximately 18-month intervals. The condition data, combined with other asset management data and investment criteria, enable the Division to identify treatment candidates that maximize the return on investment (ROI) and optimize the long-term condition of the pavement network. Maintenance activities for other transportation assets are generally managed on a break/fix basis and are guided by annual inspections conducted by in-house personnel.

Fleet Maintenance records all activity related to the lifecycle of their 2,700 assets in fleet-specific software, FASTER. These records amount to roughly 15,000 work orders per year. Useful life of the seven asset classes was previously determined by a staff-created, Excel based DST that aimed to minimize total lifecycle costs while maintaining uptime. In additional to useful life for replacement purposes, staff utilize FASTER’s 15-point scale to prioritize replacements. This scale evaluates age, mileage, and maintenance costs.

P&R data includes GIS identifiers for assets represented as polygon, point, and linear features. Site assets include approximately 147 park properties; 40 pools, water play features, and water bodies; 89 playgrounds;

181 athletic courts; 220 athletic fields; 344 landscaped areas; and 391 rights-of-way. Structural assets include approximately 230 park structures and 171 parking lots which are included in the Facilities dataset. Point assets include approximately 1,685 pieces of park equipment, primarily playground components, and 83 site furnishings. Linear assets include approximately 224 trail and path segments (~113 miles), along with 230 sections of fencing, bollards, and athletic field backstops (~42 miles). These GIS datasets provide the foundational inventory of P&R assets for planning, maintenance, and lifecycle management activities.

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

City of Wichita 6 RFP #260188

II. PROJECT OBJECTIVES

The purpose of a Request for Information (RFI) is to educate the City on new, emerging, and unknown industries and practices previously not routinely encountered. The City’s expectation will be to review any provided response submission for subsequent defining of a solicitation document’s specifications and requirements, if any. The purpose of a response submission would be to demonstrate the qualifications, competence and capacity of firms who can provide services specified herein for the City of Wichita, in conformity with the requirements of this Request for Information (RFI). It should also specify the proposed approach that best meets the Request for Information requirements. The respondent must address each of the service specifications under the Scope of Services.

III. SCOPE OF SERVICES

DST Software At a high level, the City is looking for a Commercial Off The Shelf (COTS) software tool and process that will codify institutional and staff knowledge into a repeatable system producing capital work plans in support of asset management best practices.

At minimum, the requested DST would analyze data such as, but not solely, asset attributes (e.g. size, material, age), Consequence of Failure (CoF) scores, Level of Service (LoS) scores, GIS data, Work Order (WO) history and other pertinent data. Assets should be examined for and report on risk changes, future condition, and LoS results of differing simulations. Asset replacement and refurbishment recommendations within constrained budgets should be represented both in list form and visually with GIS where sensible.

It will be expected of any DST to work directly, either natively or through Application Programming Interface (API), with our existing CMMS (CentralSquare EAM) to pull pertinent asset data.

Implementation The City already has frameworks and values for CoF, LoS and GIS data, however we would be interested to hear how respondents could refine those schema and processes. For example, we may alter our LoS schema to match that published by the American Water Works Association (AWWA) in 2025. We would also like assistance in populating degradation curves, EUL values, available refurbishment and/or renewal actions and other appropriate data from the respondent’s expertise and history with past clients.

Facilities Division Specific Needs Needs additional support in the following areas:

- Additional Location FCAs o Provide FCAs broke down by UNIFORMAT II code plus quantities and unit costs for each item

▪ 48 buildings totaling 686,143 sqft and 13 structures totaling 7,565 sqft.

- Data Refinement / Existing Location FCAs o As mentioned, many of the existing Facilities assets are grouped by age and function, and these need split out to a greater level of detail. Some of the larger buildings have already received recent FCAs to that level of detail.

o Provide updated FCAs for the remaining 2017 dataset broke down by UNIFORMAT II code plus quantities and unit costs for each item

▪ 272 buildings totaling 2,743,382 sqft and 40 structures totaling 39,632 sqft

- Ongoing Data Management o The Facilities division does not have dedicated staff for maintaining the asset database.

o This service would involve annually reviewing all past WO and construction project data (new and remodel) and creating/updating asset information for upload into CS EAM.

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

City of Wichita 7 RFP #260188 o Facilities division generates approximately 12,000 WOs annually (50/50 PM/CM), and their construction team manages 10-20 projects worth $10-30 million annually

Fleet Division Specific Needs

Needs additional support in the following areas:

o Determination of optimal replacement intervals based on asset class or other recommended classifying system.

Parks & Recreation Department Specific Needs Needs additional support in the following areas:

- Data Refinement / Existing Location CAs o Provide updated CAs for the Parks & Recreation assets plus quantities and unit costs for each item

▪ 147 sites totaling ~7,500 acres with ~3,500 assets

- Ongoing Data Management o The Parks & Recreation Department does not have dedicated staff for maintaining the asset database or performing DST analysis.

o This service would involve both:

▪ Annually reviewing all past WO and project data (new and remodel) and creating/updating asset information for upload into CS EAM.

▪ Annually performing DST analysis and building a capital plan of recommended actions o Parks & Recreation generates approximately 16,000 WOs annually (50/50 PM/CM), and their project team manages 15-25 projects worth $5-9 million annually.

Enhancements The main goal of the future PROJECT is to support capital planning through COTS software data analytics of asset attributes, condition, risk and LoS, and respondents to this RFI shall focus their submission on that goal, with the understanding that the City will continue using the current CMMS for asset inventories and work orders.

The ability to manage all asset classes under a single COTS would be desirable provided each group has flexibility to customize their respective models.

The City is open to learning of additional software features or technical expertise that can further asset management best practices. Those may include creation of an Asset Management Plan (AMP), optimization of Operations & Maintenance (O&M) procedures, move towards a Reliability Centered Maintenance (RCM) system or other enhancements.

Breakdown The future PROJECT may include the following assets with implementation timeline to be determined:

- Vertical / Individual (Buildings, Plant, Equipment & Site Assets) o WP o WW o SW o Facilities o Fleet o Parks & Recreation

- Linear / Area (City Pipes, Conduits & Open Spaces)

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

City of Wichita 8 RFP #260188 o WD o SM o SW o Streets o Parks & Recreation

Pricing Budget pricing of implementation and ongoing costs shall be submitted and split out as follows to align with City funding sources. The City may proceed with development of an RFP for any combination of the following:

- Water = WP vertical and WD linear

- Wastewater = WW vertical and SM linear

- Stormwater = Vertical and linear

- Facilities breakout each o Vertical existing o Additional location FCAs o Data refinement / Existing location FCAs o Ongoing data management

- Streets = Linear

- Fleet = Individual and optimum Expected Useful Lifespan (EUL) analysis

- Parks & Recreation breakout each o Individual and linear / area o Data refinement / Existing location CAs o Ongoing data management

IV. REPONSE 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 Chris Haislett, chaislett@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 (https://wichita.gov/procurementportal) within the “Open Public Opportunities” tab under the associated solicitation number’s “Supporting Documentation.”

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.

To ensure interested parties receive notification of any published addendum by the City, respondents need to verify the selection of “Real Time” 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 “Real Time” 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.

mailto:chaislett@wichita.gov https://wichita.bonfirehub.com/ 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 9 RFP #260188

B. Response Submission:

Sealed Request for Information (RFI) will be received (electronically as stated) in the office of the City Purchasing Manager, 12th Floor, City Hall, 455 North Main, Wichita, Kansas 67202, prior to 10:00 O'CLOCK A.M., Friday, August 21, 2026. Responses are to be submitted electronically 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 cost incurred in the preparation and presentation of this response shall be wholly absorbed by the respondent.

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

C. RESERVED.

D. Tentative Schedule:

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

CDT) and can be confirmed through the Purchasing Office located at 455 N. Main 12th Floor Wichita, KS 67202, or calling (316) 268-4636, or by contacting the buyer directly 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 found at wichita.gov/procurementportal.

Beginning today, vendors are encouraged to complete vendor registration by visiting the City of Wichita’s Procurement Portal found 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.

The review of submitted responses historically takes an estimated 60 to 90 days before notification from the City of Wichita of subsequent opportunity occurs.

Event Date

Solicitation Advertised July 15, 2026

Last Day for Written Question July 29, 2026 @ 5:00pm CT

Addendum Posting August 5, 2026

Response Due August 21, 2026 @ 10:00am CT

E. Minimum Respondent Qualifications:

This section lists the criteria to be considered in evaluating the ability of firms interested in providing the goods and/or service(s) specified in this Request for Information. Any exceptions or suggestions suggested to support the City’s review and subsequent action should be clearly detailed in the proposer’s response.

Respondents should:

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

2. Understanding of industry standards and best practices.

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

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

City of Wichita 10 RFP #260188

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.

F. Mandatory Elements:

All Responses must adhere to the following guidelines:

1. All Responses must be submitted on 8 ½" X 11” page sizing (no legal size or odd size pages are permitted) and fully address the Scope of Services.

2. A profile of the firm including the official contact person, telephone number and mailing address.

If the firm is a joint venture or consortium, the qualifications of each firm comprising the joint venture or consortium should be separately identified.

3. The Response must include the signature of an official of the firm that is authorized to represent the firm.

4. The firm’s experience, including length of time in business, and the experience of staff members and their role in this project.

5. A minimum of three (3) professional references with the nature of the goods and services/projects completed and contact information for each reference.

6. Response for services and methodology for delivery of services.

7. Reasoning that explains why the proposed approach will achieve the City’s objectives.

8. Timeline for completing the project.

9. Estimated Costs to provide professional services.

a. Proposed hourly billing rates requested.

b. Expected number of hours needed to meet the Scope of Services.

c. Any suggestion(s) in ensuring efficient and effective project completion.

10. Description of any City responsibilities or assistance that would be sought from City staff including assistance required from the City to ensure expedient project completion and lessen project costs (if subsequently solicited).

11. RESERVED.

12. Completed Request for Information Conditions Certification (Submittal Letter) electronic acknowledgment in City Procurement Portal (Yes/No).

13. Completed Request for Information Addendum electronic acknowledgment in City Procurement Portal

(Yes/No).

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

The cost of preparing and delivering Responses is not eligible for reimbursement and are solely provided for City educational purposes. Proprietary business information included in the response to this Request for Information should be marked clearly as such. Information that is strictly proprietary may not be subject to release, as a component of an open record request subject to review by the City Attorney. Proprietary information should be marked as such on each page on which the information appears.

G. RESERVED.

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

City of Wichita 11 RFP #260188

H. RESERVED.

I. RESERVED.

V. CONTRACT PERIOD AND PAYMENT TERMS

No expectation of contract award or contract will be provided. Subsequent actions may include the solicitation of a Request for Bids/Proposals/Qualifications. Any response submissions received will be reviewed with expectation to inform future City action.

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

City of Wichita 12 RFP #260188

VI. INSURANCE REQUIREMENTS

LIABILITY INSURANCE SPECIFICATIONS

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

City of Wichita 13 RFP #260188

VII. GENERAL SPECIFICATIONS:

KANSAS OPEN RECORDS ACT

Pursuant to the Kansas Open Records Act (K.S.A. 45-215 et seq.), all responses received become a public record once a procurement process and evaluation has completed. Respondents should not expect the City to seek confidentiality protection for any claimed privileged or proprietary information in the written response just because the material is marked "confidential" or "proprietary." For any essential information that the respondent reasonably believes can be defended as being exempt from disclosure under the Act, the information must be capable of being separated or redacted from the balance of the qualification and should be clearly and specifically marked as confidential or proprietary. For any material so designated, the City will seek to claim confidentiality if the justification for such confidentiality is readily apparent or if the bidder requests that the City to contact the bidders for guidance before making the material public. The City cannot guarantee the confidentially of claimed material, however.

RESPONSE FORMS

All responses MUST be electronically submitted and acknowledged (Yes/No) by an officer or employee authorized to submit and bind the respondent to the terms of the solicitation and response. Any exceptions, to the specifications, terms and/or other conditions concerning the response submission, must be noted in the “response" submitted to be considered. The "response" 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 response submission.

CONFLICT OF INTEREST

The firm is required to disclose that it has no conflict of interest with regard to any officer or employee of the companies involved including the City of Wichita.

RESERVED.

RESERVED.

SUBCONTRACTING/JOINT VENTURES

Consultants are encouraged to consider subcontracting portions of any proposed solution/requested information to emerging and disadvantaged businesses and women-owned 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.

EMERGING & DISADVANTAGED BUSINESS ENTERPRISE PARTICIPATION ENCOURAGEMENT

The City of Wichita encourages all vendors to include emerging & disadvantaged business participation in their response submissions. Therefore, each consultant shall specifically identify the participation of emerging and disadvantaged contractors and subcontractors in the work to be performed by the consultant and shall list such emerging and disadvantaged contractors or subcontractors by name and show the dollar amount of work to be performed by each in the response submission.

RESERVED.

RESERVED.

RESERVED.

RESERVED.

RESERVED.

RESERVED.

RESERVED.

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

City of Wichita 14 RFP #260188

RESERVED.

AWARD

THE CITY PROVIDES NOR MARKETS ANY EXPECTATION OF AWARD OR CONTRACT AS A RESULT OF THIS REQUEST FOR INFORMATION (RFI) PROCESS. The purpose of an RFI is to educate the City on new, emerging, and unknown industries and practices previously not routinely encountered. The City’s expectation will be to review any provided Request for Information (RFI) response submission for subsequent defining of a solicitation document’s specifications and requirements, if any.

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

City of Wichita 15 RFP #260188

VIII. REQUEST FOR INFORMATION CONDITIONS CERTIFICATION (SUBMITTAL LETTER)

Solicitation Conditions

1. Certification 1- No Unilateral Contact:

The Consultant hereby certifies they are aware that all communications between a Proposer and the City regarding a proposal or the proposal process should only be directed to Purchasing Division staff. That if any contact with any other City employee that is necessary to clarify technical aspects of the proposal or the RFP that communication will be coordinated through the Purchasing Division and the listed designated project manager. The City Policy prohibits any City employee from having any interaction with any representatives of any entity that is considering or has responded to a RFP; and that any employee can be subject to discipline included termination for violating City Policy.

2. Certification 2-No Improper Influence:

A. The Consultant has not employed or retained for a commission, percentage, brokerage, contingent fee, override or other consideration, any firm or person at any time or for any purpose, (other than a bona fide employee working solely for the above Consultant) to solicit or secure this Agreement.

B. The Consultant has not agreed, as an express or implied condition for obtaining this Agreement, to employ or retain the services of any firm or person in connection with carrying out the Agreement.

C. The Consultant has not paid or agreed to pay to any firm, organization, or person (other than a bona fide employee working solely for the above consultant) any fee, contribution, donation, or consideration of any kind for, or in connection with, procuring or carrying out the Agreement, except as here expressly stated (if any).

3. Certification 3- No Publicly Funded Lobbying:

No Lobbying and Influencing Federal and/or City Employees or City Council Members:

A. No Federal or locally appropriated funds shall be paid, by or on behalf of the contractor, to any person for influencing or attempting to influence an officer or employee of any agency, an officer or employee or City Council member of the City of Wichita, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the making of any Federal grant and the amendment or modification of any Federal grant.

B. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with any Federal grant, the contractor shall complete and submit Standard Form-LLL, "Disclosure of Lobby Activities" in accordance with its instruction.

4. Certification 4-No Conflict of Interest:

Conflict of Interest The Consultant certifies that no member, officer, employee, agent, or City Council member of the City of Wichita member exercising any functions or responsibilities with respect to the program outlined in this contract shall have any personal financial interest, direct or indirect, in any contract or subcontract, or the proceeds thereof, for work to be performed in connection with the program assisted under this agreement. The Consultant shall incorporate, or cause to be incorporated, in all such contracts or subcontracts, a provision prohibiting such interest pursuant to the purposes of this section. The Consultant shall use due diligence to ensure employees, Board members, family members and officers do not participate in contracts receiving funds pursuant to this agreement.

On behalf of the Respondent, electronic acknowledgment via the City’s Procurement Portal (wichita.gov/procurementportal) certifies the Respondent’s current compliance with all of the above requirements and that it will continue to adhere to these requirements until this Project is awarded. Proposer understands that its failure to so adhere or to have made false representations on these certification(s) may cause its response to be rejected from consideration for this and future solicitations.

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

City of Wichita 16 RFI #260188

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. City shall not 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 and all 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 this Agreement on behalf of the Contractor and that the Contractor agrees to be bound by the provisions thereof.

8. Federal, State and Local Taxes. Unless otherwise specified, the proposal price shall include all applicable federal, state, and local taxes. Contractor shall pay all taxes lawfully imposed on it with respect to any product or service delivered in accordance with this Agreement. City is exempt from state sales or use taxes and federal excise taxes for direct purchases. These taxes shall not be included in the Agreement. Upon request, City shall provide to the Contractor a certificate of tax exemption. City makes no representation as to the exemption from liability of any tax imposed by any governmental entity on the Contractor.

9. Insurance. City shall not be required to purchase any insurance against any liability loss or damage to which this Agreement relates, nor shall this

Agreement require the City to establish a "self-insurance" fund to protect against any such loss or damage. Subject to the provisions of the Kansas Tort Claims Act (K.S.A. 75-6101 et seq.), Contractor shall bear the risk of any loss or damage to any personal property to which Contractor holds title.

10. Conflict of Interest. Contractor shall not knowingly employ, during the period of this Agreement or any extensions to it, any professional personnel who are also in the employ of the City and providing services involving this Agreement or services similar in nature to the scope of this Agreement to the City. Furthermore, Contractor shall not knowingly employ, during the period of this Agreement or any extensions to it, any City employee who has participated in the making of this Agreement until at least two years after his/her termination of employment with the City.

11. Confidentiality. Contractor may have access to private or confidential data maintained by City to the extent necessary to carry out its responsibilities under this Agreement. Contractor must comply with all the requirements of the Kansas Open Records Act (K.S.A. 42-215 et seq.) in providing services and/or goods under this Agreement. Contractor shall accept full responsibility for providing adequate supervision and training to its agents and employees to ensure compliance with the Act. No private or confidential data collected, maintained or used in the course of performance of this Agreement shall be disseminated by either party except as authorized by statute, either during the period of the Agreement or thereafter.

Contractor must agree to return any or all data furnished by the City promptly at the request of City in whatever form it is maintained by Contractor. Upon the termination or expiration of this Agreement, Contractor shall not use any of such data or any material derived from the data for any purpose and, where so instructed by City, shall destroy or render such data or material unreadable. The parties accept that City must comply with the Kansas Open Records Act and will produce upon written request all documents pertaining to this Agreement other than those

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

City of Wichita 17 RFI #260188 covered by express exceptions to disclosure listed in the Act.

12. Cash Basis and Budget Laws. The right of the City to enter into this Agreement is subject to the provisions of the Cash Basis Law (K.S.A. 10-1112 and 10-1113), the Budget Law (K.S.A. 79-2935), and all other laws of the State of Kansas. This Agreement shall be construed and interpreted so as to ensure that the City shall at all times stay in conformity with such laws, and as a condition of this Agreement the City reserves the right to unilaterally sever, modify, or terminate this Agreement at any time if, in the opinion of its legal counsel, the Agreement may be deemed to violate the terms of such laws.

13. Anti-Discrimination Clause. Contractor agrees: (a) to comply with the Kansas Act Against Discrimination (K.S.A. 44-1001 et seq.), the Kansas Age Discrimination in Employment Act (K.S.A. 44-1111 et seq.), the Discrimination Against Military Personnel Act, K.S.A. 44-1125, and the applicable provisions of the Americans with Disabilities Act (42 U.S.C. 12101 et seq.) (ADA); (b) to not engage in discrimination in employment against its contractors, subcontractors, or employees on the basis of their age, color, disability, familial status, gender identity, genetic information, national origin or ancestry, race, religion, sex, sexual orientation, veteran status or any other factor protected by law (“protected class”), subject to the qualifications found at 2.06.060 of the Municipal Code of the City of Wichita and to follow other applicable provisions of the City of Wichita Non- Discrimination Ordinance found at Chapter 2.06.010 et seq. of the Municipal Code of the City of Wichita; (c) to include in all solicitations or advertisements for employees the phrase “equal opportunity employer;” (d) to comply with the reporting requirements set out at K.S.A. 44-1031 and K.S.A. 44-1116; (e) to include those provisions in every subcontract or purchase order so that they are binding upon such subcontractor or vendor.

Contractor’s failure to comply with the reporting requirements of (d) above, or if the Contractor is found guilty of any violation of such acts by the Kansas Human Rights Commission or City of Wichita Hearing Officer, such violation shall constitute a breach of contract and the Agreement may be cancelled, terminated or suspended, in whole or in part by City without incurring contractual damages or penalty; and (g) if it is determined that the Contractor has violated applicable provisions of the ADA, such violation shall constitute a breach of the Agreement and the Agreement may be cancelled, terminated or suspended, in whole or in part by City without incurring contractual damages or penalty.

14. Suspension/Debarment. Contractor acknowledges that as part of the Code of Federal Regulations (2 C.F.R. Part 180) a person or entity that is debarred or suspended in the System for Award Management (SAM) shall be excluded from federal financial and nonfinancial assistance and benefits under federal programs and activities. All non-federal entities, including the City of Wichita, must determine whether the Contractor has been excluded from the system and any federal funding received or to be received by the City in relation to this Agreement prohibits the City from contracting with any Contractor that has been so listed. In the event the Contractor is debarred or suspended under the SAM, the Contractor shall notify the City in writing of such determination within five (5) business days as set forth in the Notice provision of this Agreement. City shall have the right, in its sole discretion, to declare the Agreement terminated for breach upon receipt of the written notice. Contractor shall be responsible for determining whether any sub-contractor performing any work for Contractor pursuant to this Agreement has been debarred or suspended under the SAM and to notify City within the same five (5) business days, with the City reserving the same right to terminate for breach as set forth herein.

15. Compliance with Law. Contractor shall comply with all applicable local, state, and federal laws and regulations in carrying out this Agreement, regardless of whether said local, state, and federal laws are specifically referenced in the Agreement to which this attached is incorporated.

16. No Assignment. The services to be provided by the VENDOR under this Contract are personal and cannot be assigned, delegated, sublet, or transferred without the specific written consent of the CITY.

17. Third Party Exclusion. This Agreement is intended solely for…