3-BP 472-2026-086202.pdf

N O T I C E T O C O N T R A C T O R S

Notice is hereby given that sealed proposals for constructing 2026 Utility Cut Repair of Streets, Driveways, and Sidewalks will be received (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 November 14, 2025, at which time the bids will be opened publicly and read aloud and tabulated by the Board of Bids and Contracts for consideration by the City Council. Bids received after said time will be returned unopened. Proposals are to be submitted through the City’s Procurement Portal (wichita.gov/procurementportal).

NOTE: BIDDER SHALL AFFIX THE FOLLOWING PROJECT NUMBER TO THE BID ENVELOPE OR

FILE ATTACHMENT 472-2026-086202

ATTENTION ALL BIDDERS: A BID BOND IN THE AMOUNT OF FIVE PERCENT (5%) OF THE

TOTAL BID OR AN ANNUAL BID BOND IS REQUIRED PRIOR TO BID OPENING. SEE SECTION 102.3

OF THE CITY OF WICHITA STANDARD SPECIFICATIONS FOR FURTHER INFORMATION.

BIDDERS ARE ADVISED TO CONTACT THE OFFICE OF THE CITY ENGINEER (316-268-4501)

SHOULD THEY HAVE ANY QUESTIONS OR CONCERNS ABOUT THE PLANS, SPECIAL OR

SUPPLEMENTAL PROVISIONS, MINORITY STATUS, OR THE PROPER PREPARATION OF THE BID

DOCUMENT.

THE BID FORM SHALL BE PREPARED USING PRICES PER BID ITEMS, UNLESS OTHERWISE NOTED

PERFORMANCE BOND FORMS, included in the bid package are to be used, in the amount of one hundred percent (100%) of the contract must be furnished by the successful vendor.

A LABOR & MATERIAL PAYMENT BOND FORMS, included in the bid package are to be used, running to the State of Kansas in a sum of not less than the total of the contract, must be furnished by the successful vendor.

If a Bonfire (“Procurement Portal”) registration for system access has not been completed, please visit wichita.gov/purchasing for assistance. On the Purchasing website, 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.

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.

https://wichita.bonfirehub.com/ https://www.wichita.gov/purchasing mailto:purchasing@wichita.gov 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 RFB #250331

SPECIAL PROVISION TO CITY OF WICHITA, KANSAS

STANDARD SPECIFICATIONS

2026 UTILITY CUT REPAIRS OF STREETS, DRIVEWAYS AND SIDEWALKS

(within City of Wichita city limits) 472-2026-086202 10130662

The City of Wichita's Standard Specifications are required provisions for the furnishing of all materials and doing all work to complete the above referenced project, and are hereby made a part of these provisions as if fully set forth herein. Said Standard Specifications shall control except as modified by the following Special Provisions. The Standard Specifications are on file in the City Engineer's Office, available for purchase from ARC (316-264-9344) for the construction of City projects, or can be found online at wichita.gov/630/Standard-Specifications. **Electronic plan sheets for this project will only be available in the ARC Document Solutions plan room for the City of Wichita projects, which is located at https://customer.e-arc.com/arcEOC/ARCPlanRoom.aspx. The following Special Provisions shall be applicable to this project:

The Contractor shall read and fully comprehend every aspect of the contract provisions included in this bid proposal, prior to submitting a bid for the project. Any questions prior to bid submittal should be directed to Lee Carmichael, P.E., Project Engineer, at (316) 268-4428 or lcarmichael@wichita.gov.

THIS IS NOT A STATE/FEDERAL AID CONTRACT.

PROJECT SPECIFIC

1. Start Date. The work order shall be issued within 20 days of award date and at Engineer’s approval. The non-availability of material shall not prevent working days from being assessed.

2. Basis of Award. The contract for this project shall be awarded on the basis of the lowest responsible bid, provided the bid is within the Engineer's estimate. The City reserves the right to reject any and all bids. If the low bidder is under the Engineer's estimate, the contract may be awarded for any amount above the bid, up to the Engineer's estimate.

This contract shall be in effect until midnight December 31, 2026. Items of work shown in the bid form are approximate. Actual quantities of work to be completed in this contract and the total dollar amount to be expended may vary significantly from the quantities shown in the bid form. Additional quantities may be added throughout the year based on budgeted funding (which may be amended from time to time for the budget period) and the work effort of the utility companies and others that utilize this contract to make pavement cut repairs.

3. Basis of Payment. Payment for the bid items will be as a measured quantity amount based on the bid quantities and unit prices in the bid proposal.

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, federal, state, and local taxes unless otherwise imposed by a governmental body, and applicable to the material on the proposal.

4. Work on Project. Work on this project shall consist of permanent repairs to streets, alleys, sidewalks, curb and gutters following cuts or excavations by utility companies, drain layers, and other persons authorized to make cuts in streets and rights-of-way. Work shall conform to the attached Supplemental Specifications for Utility Cut Repair. The City retains the rights to do portions of the Utility Cut work under separate contract.

5. Deadline for Questions. For comments that affect bid items and/or quantities: Noon Tuesday prior to bid opening.

For questions and comments requiring clarification only: Noon Wednesday prior to bid opening. This is necessary so appropriate changes and responses can be completed before bidding.

The tentative schedule will apply to this 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; CDT) and can be confirmed through the Purchasing Office located at 455 N. Main 12th Floor Wichita, KS 67202 by calling (316) 268-4636, or by contacting https://www.wichita.gov/630/Standard-Specifications https://customer.e-arc.com/arcEOC/ARCPlanRoom.aspx mailto:lcarmichael@wichita.gov

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

City of Wichita 2 RFB #250331 the buyer listed on the solicitation document directly. 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.

6. City Inspection. The City will mark or otherwise designate the locations where the work is to be done and shall provide the Contractor with a copy of permits and a weekly list of these locations. The Contractor shall drive by and assess each location the same day the permits are received. The Contractor must be careful to do only the marked work that is on the list provided. If the Contractor identifies additional work in the same area that appears to be a pavement cut, the Contractor shall notify the appropriate Street Inspector prior to the repair.

Inspection shall be provided for all pave cuts readied by 2:00 P.M., Monday through Friday, except holidays observed by the City. The Contractor shall be responsible for scheduling work within these specified hours. Pave cuts in major streets or driveways shall not be opened on City holidays. Pave cuts to be inspected shall include compaction and steel placement. Holes shall be clean. No debris shall be swept into the hole. The Contractor shall give inspectors a minimum of two hours’ notice prior to pouring concrete or placing asphalt.

The Contractor shall give notification of any work to be performed the next day by e-mail (streetinspector@wichita.gov) to City Hall Engineering Street Inspectors by 2:00 p.m. in the order that the list will be worked. The Contractor shall contact the Engineer each morning if the previous day work list needs to be modified for any reason. Also, the Contractor and the Engineer or Inspector shall mutually agree upon non-working days due to poor weather conditions each morning.

The City inspector shall be notified immediately if changes are made in the order of work. The list shall include locations to be excavated. Also, a list of work ready for final acceptance shall be provided as described below:

A list of completed pave cuts ready for final inspection shall be e-mailed to the City Hall Engineering Street Inspectors. Inspectors will not check pave cuts for final acceptance unless they are on the final acceptance (pick-up) list. The Contractor shall reimburse the City liquidated damages in the amount of $150.00 for each occurrence in which the City inspector must make more than one trip to inspect locations not readied for final acceptance.

REPORTING LIQUIDATED DAMAGES IS THE RESPONSIILITY OF THE CONTRACTOR. DAMAGES

MUST BE REPORTED AND PAID WITHOUT INVOICING BY THE CITY. FAILURE TO PAY

LIQUIDATED DAMAGES WILL RESULT IN INCREASED COSTS FOR THE CITY AND, THEREFORE,

MUST BE REIMBURSED AT $50.00 FOR EACH PERMIT.

FOUR INCH CONCRETE MEANS FOUR INCHES OF CONCRETE, NOT A 2"x4" HEIGHT OF

CONCRETE. CONCRETE LESS THAN FOUR (4) INCHES SHALL BE REMOVED AT THE

CONTRACTOR’S EXPENSE AND REPLACED WITHIN TWENTY-FOUR HOURS WITH FIVE (5)

INCHES OF CONCRETE AT THE CONTRACTOR’S SOLE EXPENSE.

7. Construction Operations. The Contractor's construction operations shall be such that will minimize inconvenience to individual residents living in the project area. The Contractor will be required to make special access provisions for any handicapped residents within the project area whose normal access would otherwise be impaired. The Contractor's and subcontractors' work force shall be full crews as required for full production for current operations under construction. The Contractor must notify residents 24 hours in advance when work affects access to their driveways. If work cannot begin because of less than 24 hours’ notice to residents, there will be no extension of permit time given. In no case shall any driveway be saw cut or torn out without prior notice to residence.

The Contractor must conform to the construction time restrictions as outlined in City Ordinance Sec. 7.41.010 (b)(6).

The Contractor shall call Kansas One-Call prior to excavation for locations of buried utility lines. Any measurements provided to the contractor by the City of Wichita are for the Contractor’s use only and not intended as utility locate information.

The City Street Inspector has the right to stop work on any construction site for any practical reason. Failure to stop work immediately when the City Street Inspector has told the Contractor or the Contractor’s employees or subcontractors to stop shall be billed at a non-prorated rate of $150/hour.

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

City of Wichita 3 RFB #250331

8. Mobile Telephone. The Contractor must provide emergency phone numbers for off-hours emergencies. These phone(s) must be answered by Contractor or Contractor’s designee twenty-four hours a day, seven days a week.

9. Access during Construction. Traffic shall be carried through construction on this project. Such traffic shall be carried on existing pavements. The Contractor will be responsible for coordination of access with abutting properties within the limits of the construction. The Contractor's representative on the job site and the City's representative or inspector will meet with affected tenants of such property and mutually resolve any problems which require resolution related to vehicular access to private property. Some locations may require that vehicle parking on certain streets be temporarily prohibited. The Contractor will be required to coordinate arrangements for closing the various streets to vehicular parking in a manner approved by the City Traffic Engineer. Two-way traffic may be carried in one lane with flag persons and appropriate signing when the Contractor is working on the project. Movement of emergency vehicles will be given the right-of-way over other vehicles at all times. The Contractor shall coordinate with City Traffic Engineering prior to conducting any work adjacent to schools.

10. Appearance and Conduct. All of the work done on this project will be done in full view of the general public.

Citizens' impressions of the Contractor's employees, work procedures and finished product will reflect both on the Contractor and the City of Wichita. For this reason, it is important for the Contractor's employees to present a pleasing appearance and conduct themselves in a proper manner. Any failure to comply with reasonable requirements regarding appearance and conduct may result in the City suspending work until the situation is rectified, or dismissal of any Contractor's employee that fails to comply with these requirements.

Acceptable clothing will be jeans or work slacks, T-shirt or standard type shirt-blouse and leather or similar type work shoes. Tank tops, going shirtless, wearing an unbuttoned shirt and shorts will not be allowed.

The Contractor shall inform their employees to respect private property and to not lounge on or litter or place any equipment on private property. Under no circumstances shall the Contractor or employees ask to use private restrooms on site or ask to borrow water, tools, or anything else from property owners.

The Contractor shall minimize excessive noise as much as possible (no equipment without mufflers, loud music playing, etc.).

11. Maintenance of Work Areas. The Contractor shall be responsible for maintenance of all work areas, including all signs and barricades during performance of the work.

The Contractor shall be available 24 hours per day to respond to calls or notification from the City regarding maintenance of signs, barricades, work site equipment, or other work site conditions. The Contractor shall provide the City with the telephone numbers where the City can contact the Contractor at any time. Upon receiving notification of the need to perform any type of maintenance to any work site, the Contractor shall immediately respond and make such temporary repairs or reset signs and barricades as required to return the work site to a safe and proper operating condition.

Often the City is called about hazardous work site conditions or barricades knocked down. It is the City's obligation and policy to respond to calls as soon as possible without regard to agency responsibility. If it can be easily determined which Contractor has responsibility, then that Contractor will be notified. However, the City reserves the right to respond to any such calls to remedy a hazardous condition. The Contractor shall reimburse the City for the costs of time, equipment, and materials for response to any such call connected with the Contractor's work.

The Contractor shall have a licensed land surveyor reestablish any property irons that are damaged or destroyed.

12. Finish Work. All concrete work shall have a light broom finish over a steel trowel finish with broom marks parallel with the adjacent street for approaches and perpendicular to the street for sidewalks, paving patches, and curbs.

Crack Sealing. Any additional saw cuts requested by Engineering shall be crack sealed with ROADSAVER 221 crack sealant or equivalent. The bid price of crack sealing will be paid in linear feet. Existing pavement cracks & joints will be blown out using a compressor of sufficient CFM to clean the crack, out to a depth of at least 1½”. The crack or joint must be clean & dry and the temperature must be above 40° at the time of placement. The crack or joint will be filled to a depth of ¼” from the surface. Care must be used not to have excess crack seal material on the street surface.

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

City of Wichita 4 RFB #250331

13. Traffic Control Signing. All construction traffic control signing (including temporary “No Parking” signs) for this project shall conform to the applicable requirements of the latest revision of the Manual on Uniform Traffic Control Devices (MUTCD) with particular attention to Part VI of said manual. Proper signs, barricades, and warning lights shall be placed prior to beginning any work and shall remain in place until the work is completed. Construction traffic control signing will not be paid for directly and this cost shall be considered subsidiary to other pay items of work.

The Contractor shall reimburse the City for liquidated damages in the amount of $150 per calendar day for each day that construction traffic control signing does not meet the minimum requirements, as directed by the Engineer, for more than two hours. At the Engineer’s direction, broken, faded, or substandard barricades and signs shall be replaced from the project. Among other things, this means that the Contractor may not block off a street to only one lane without advance signage or flashers and then leave the street that way overnight. This also includes pedestrian detours as required by the MUTCD. Any open cuts without pedestrian detours or MUTCD-required devices left overnight shall be billed to the Contractor at $150/night.

Barricades and signs shall not be placed in the street unless work is actually in progress. Work zone tapers shall not be left in the street overnight unless there is work which needs to be protected. Tapers left in the street shall consist of Type II barricades with lights or retroreflective delineators. Warning signs shall be laid down at the end of each workday unless barricades must remain in the street overnight to protect work area. Barricades shall remain in place only until cure time and site restoration are complete. TRAFFIC CONTROL SHALL NOT BE LEFT OUT UNLESS REQUIRED FOR SAFETY. The Contractor shall remove barricades immediately upon completion of curing and site restoration in accordance with Section 400 of the Standard Specifications or as directed by the Engineer. Signs, cones, barricades, or any other traffic control devices become the property of the City of Wichita if left out when work is not being performed and the devices are not needed for safety.

On arterial and collector streets, traffic control needs to be set up and maintained according to MUTCD standards and all traffic control devices shall have enough reflectivity to be seen in the dark by motorists. All traffic devices not adhering to this shall be removed and replaced within two (2) hours of notification. A traffic control contact person must be available on a 24-hour a day basis. Whenever practicable, all entities affected should be notified of the scope of the project and there should be traffic signs warning drivers of the uneven pavement in the road & slow down signs while construction takes place. Traffic control shall be subsidiary to all other bid items.

14. Scheduling Work. The Contractor shall immediately schedule and proceed with the permanent repair upon release of a pavement cut permit to the Contractor by the City by electronic communication. The Contractor shall provide the City an electronic address (email) upon award of the contract. Work on streets or sidewalks which significantly impact vehicular and/or pedestrian traffic, including but not limited to major arterials, collector streets and streets in the central business district, shall be properly completed and reopened to traffic within eighteen (18) days after issuance of the permit to the Contractor, excluding Saturdays, Sundays, and City holidays. Work at locations not significantly impacting vehicular and/or pedestrian traffic shall be properly completed and opened to traffic within twenty-three (23) calendar days after the date of issuance of the pavement cut permit, excluding Saturdays, Sundays, and City holidays. Permits will be issued up to and including the last day of the contract.

Failure to quickly and responsibly pursue the work governed by this Contract will be grounds for termination of the Contract by the City, and Contractor may be removed from the list of qualified bidders for future contracts.

When additional pave cuts are added to permits already received, they will be worked in a timely manner. In the event of any emergency repair, the Contractor shall respond immediately upon request to make permanent paving repairs. Additional working days may be granted for other permit work while doing such emergency work at the discretion of the City Engineer.

Only in the event of delays due to conditions beyond the control of the Contractor shall the completion time be extended. Any such extension of time for completion shall be requested in writing to the City Engineer.

Approval of the extension of time shall be in writing by the City.

All excavated pave cuts made in the streets, alleys, drives and sidewalks shall be repaired the same day unless approved otherwise. The Contractor shall reimburse the City liquidated damages of $150 per day for pave cuts excavated and not poured on the same day.

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

City of Wichita 5 RFB #250331

Low (settled) temporary pave cut patches will be given high priority and be responded to immediately upon the request of the Engineer. The Contractor shall reimburse the City liquidated damages of $150 per occurrence for patches not temporarily repaired within two hours of the request by the Engineer.

It is agreed that the Contractor will pay to the City, not as a penalty, but as liquidated damages, the amount of one hundred fifty dollars ($150) per calendar day for each pavement cut exceeding the time specified.

Payment of liquidated damages shall not release the Contractor from obligations with respect to the fulfillment of the entire contract. Nor shall payment of such liquidated damages constitute a waiver of the Owner's right to collect any additional damages which may be sustained by failure of the Contractor to carry out the terms of the Contract, it being the intent of the parties that said liquidated damages be full and complete payment only for failure of the Contractor to complete the work on time. This includes, but is not limited to, site restoration and/or removal of all traffic control.

15. Utility Adjustments. The Contractor shall adjust any water meter boxes and water or gas valve boxes. The cost of such adjustment shall be considered incidental to other items of work. The Contractor may contact the appropriate utility companies for adjustment.

16. Utility Valve Box Damages. Contractor shall document all gas and water valve boxes prior to repairs. Any gas or water valve boxes that were damaged by the Contractor or found to be damaged without documentation of existing condition prior to repair will be the responsibility of the Contractor to replace at Contractor’s expense.

17. Removal Limits. All pave cuts to be repaired shall be outlined with paint by the inspector prior to release of permits.

Any repairs outside these marked limits will not be paid for, as well as, locations repaired that are not on the tear out list. Sawing pave cuts for removal shall be inside the paint marks and the paint marks shall be preserved.

18. Utility Leaks. If the Contractor excavates a pave cut and discovers a utility leak, the Contractor shall notify the City and the proper utility company immediately.

19. Damaged Work. New repairs that have been defaced or damaged shall be removed and replaced at the Contractor's expense. Rework shall be done as quickly as possible.

20. Maintenance Bond. The Contractor will be required to furnish to the City of Wichita a Maintenance Bond for the amount of the contract to guarantee that the materials furnished and used, and the workmanship employed in the construction of the work included in the contract conforms to specifications and is of such character and quality to insure the work to be free of latent defects and that the work will be in continuous good order and in a condition satisfactory to the City Council for a period of two (2) years from the date of the final payment to the Contractor for the work included in the contract. Where this special provision conflicts with the Maintenance Bond requirements contained in Standard Specifications, this special provision shall govern.

21. Details. The apparent silence of Specifications, Plans, and Special Provisions as to any detail or the apparent omission from them of a detailed description concerning any point shall be regarded as meaning that only the best general practice of the trade or profession involved is to be used. All interpretations of the project plans, specifications, and special provisions shall be made on the basis stated above.

22. Railroads. During the progress of the work, the Contractor must keep free and unobstructed, any railway along the entire length of work, keeping all equipment, materials and all obstructions away from the tracks of such railway, and said Contractor will be held liable for all damages resulting from failure to comply with these stipulations. Contractor shall give involved railroad companies a minimum advance notice of 48 hours prior to completing any work within 25 feet of any railroad track. The Contractor will be required to acquire additional insurance coverage which can be legally required by the involved railroad company prior to completing work adjacent to their railroad. Contractor shall also be responsible for acquiring any right-of-entry agreements, safety training and complying with all requirements of the respective railroad(s) where the work is to be performed.

23. Surface Storm Water. The Contractor will be required to incorporate provisions in their construction operation to mitigate the nuisance and inconvenience of ponded surface storm water caused by the construction of the project.

Such provisions will include the pumping of such ponded storm water to existing storm sewer inlets or existing street gutters, which provide a positive outlet for drainage from the project area when deemed necessary by the Engineer.

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

City of Wichita 6 RFB #250331

24. Site Restoration. The Contractor shall promptly and correctly restore areas damaged or disturbed by construction activities in accordance with the most recent revision of Administrative Regulation 6.5 (See City of Wichita Standard Specifications, Part 900). Restoration shall include, but not be limited to, cleanup and disposal of materials and debris, re-grading to original condition, backfilling with soil suitable for growth of vegetation, and replacement of lawn/turf damaged or disturbed from construction. Lawn/turf areas shall be restored with the same grass/sod as existing wherever possible. Lawn/turf restoration may include, but not be limited to, top soil preparation, seeding, mulch and/or re-sodding. Disturbed areas shall be restored to original or better condition using techniques and materials which will provide for complete restoration. Restoration of lawn/turf shall be scheduled as soon as possible depending upon the appropriate time relative to grass species and, where required, upon availability of sod.

All work should be performed in such a manner so as to protect shrubs, trees and sod not scheduled for removal.

Contractors shall work with property owners to ensure that cleanup and restoration work is performed to the reasonable satisfaction of the property owner. However, such agreement shall not relieve the Contractor from provisions and expectations of the contracted work to be performed.

All Site Restoration including of lawn/turf areas shall not be paid for directly, but shall be considered subsidiary to other bid items of work, except for the sod which bid price will be used. Final payment will not be made on this project until cleanup and restoration work is completed in a sound and acceptable manner.

Rubble and debris shall be removed from the street and the parking at the end of each day's removal operation. Form pins and/or stakes shall be removed from the sub-grade and not driven into the ground to aid in preventing damage to utility and sprinkler lines. The Contractor shall reimburse the City Liquidated Damages in the amount of $150 per calendar day for debris left over 24 hours.

Concrete trucks shall not clean out in streets, alleys, or pave cuts. The Contractor shall be responsible for clean-up of such wash outs.

25. Electric Conduit. When there is electric conduit in the scope of the project, the Contractor shall contact the Office of Central Inspection for any permit requirement for this type of work.

26. Approved Materials List. A list of materials approved for use on City of Wichita construction projects can be found on the City website at https://www.wichita.gov/630/Standard-Specifications. All approved materials shall conform to the appropriate requirements set forth in the Standard Specifications, and shall have been previously approved by the Material Review Board (MRB). Information on obtaining approval for new materials through the MRB is available on the website.

27. Electronic Message Boards. A bid item for “Electronic Message Board” is included in the project. This is a measured quantity bid item, with the signs to be utilized as directed by the Project Engineer, prior to and during the project. It is anticipated that as many as four message boards could be utilized at any one time.

28. Incidentals. All the work that is required to complete the bid items, or all the work which is required to complete the project as in the scope of work, but there are no bid items for them are subsidiary to other bid items.

VF/kb https://www.wichita.gov/630/Standard-Specifications

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

City of Wichita 7 RFB #250331

BID TERMS

Bid Submission Sealed Request for Bid (RFB) will be received 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, NOVEMBER 14, 2025. Bids may be submitted on our website at (wichita.gov/procurementportal) using a secure login/password.

Electronic submissions are requested. Bids are to be submitted through 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.

If you haven't already completed a Bonfire registration for system access, please visit wichita.gov/purchasing for assistance. On the Purchasing website's page, you can find a video tutorial (Bonfire Registration Video) walkthrough and registration resources to help in the completion of the registration process. If you need further assistance, 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.

Evaluation Criteria

Bid Award will be based on the Lowest and Best Total Net Bid 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.

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 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. Municipal government experience is desired; 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. Park only in designated areas and display parking permit (if provided).

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

https://wichita.bonfirehub.com/ 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 infrastructure;

City of Wichita 8 RFB #250331

12. Project must meet local, state, and federal guidelines as applicable.

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

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

Bid Requirements

1. Completed Procurement Portal (wichita.gov/procurementportal) submission.

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:

a. Lowest and Best Total Net Bid from a Responsible and Responsive Vendor.

Debriefing

The City of Wichita encourages solicitation respondents to learn, grow, and improve their competitiveness for City procurement opportunities.

In the event of an unsuccessful solicitation response, solicitation respondents may request a debriefing regarding the selection process from the project manager and the buyer/purchasing representative identified in the solicitation document. The City of Wichita Purchasing Office may be directly contacted at (316) 268-4636 for assistance regarding the debriefing process.

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 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.

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

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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 67202, 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 67202, 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 67202, 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 67202, 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 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.

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

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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.

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

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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, 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 $2,000,000 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 City of Wichita shall be added as primary and non-contributory additional insured to the general commercial and automobile liability coverages. 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 and contractor shall provide a Certificate of Insurance evidencing such coverages prior to beginning of services under this Agreement.

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.

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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.

EMERGING & DISADVANTAGED BUSINESS ENTERPRISE PARTICIPATION ENCOURAGEMENT

The City of Wichita encourages all bidders to include emerging and disadvantaged business 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…