Bid Notice-Grounds Maintenance Services for Brooks Landfill_ Chapin LFG Collection Area_ _ John_s Sludge Pond.pdf

(______________) Published on the City’s Website wichita.gov/legalnotices, Monday, September 21, 2026

REQUEST FOR PROPOSAL NO. – 260240

Sealed Request for Proposal will 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, OCTOBER 9, 2026. One

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

PUBLIC WORKS & UTILITIES / ENVIRONMENTAL HEALTH

LANDSCAPING AND GROUNDS MAINTENANCE SERVICES AT BROOKS LANDFILL,

CHAPIN LFG COLLECTION AREA, and JOHN’S SLUDGE POND

AS PER SPECIFICATIONS

F.O.B.: Wichita, KS

A PRE-PROPOSAL CONFERENCE will be held at Brooks Landfill, 4100 N West Street, Wichita, Kansas, 67205 on Tuesday, September 29, 2026 at 9:30 a.m.

Specifications for the sealed proposals are on file in the office of the City Purchasing Manager, 12th Floor, City Hall, 455 North Main, Wichita, Kansas, (316) 268-4636. This information is also available on the City of Wichita Web Site at wichita.gov/procurementportal.

Sealed proposals shall be received (electronically as stated) in the office of the City Purchasing Manager prior to 10:00 o’clock a.m., Friday, October 9, 2026.

The review and evaluation of the submitted Proposals will take estimated 60 to 90 days before notification from the City of Wichita that a contract has been approved by City Council. If the Purchasing Division may be of further assistance, please contact us at (316) 268-4636.

Dated at Wichita, Kansas, on the 21st day of September, 2026.

Josh L. Lauber, MBA, CPSM Purchasing Manager

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 #260240

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 PROPOSAL #260240

LANDSCAPING AND GROUNDS MAINTENANCE SERVICES AT BROOKS LANDFILL,

CHAPIN LFG COLLECTION AREA, and JOHN’S SLUDGE POND – ENVIRONMENTAL HEALTH

City of Wichita – Public Works & Utilities

City of Wichita

September 21, 2026

PROJECT DEFINITION

This project seeks as needed professional landscaping and grounds maintenance services for the City’s active and closed landfill sites. Services will be provided across three groups: Group 1 – Mowing & Weed Control Services, Group 2 – Cap Maintenance, and Group 3 – Miscellaneous Services. Firms may submit proposals on Group 1, Group 2, and Group 3 individually, or any combination of Groups 1, 2, and 3. The City plans to enter into a contract with the firm(s) which are most advantageous to the City in providing services for each group.

The selection of the firm(s) by the City’s Staff Screening and Selection Committee will be based on several factors, including: (1) ability to meet proposal terms and conditions, (2) project understanding and presentation, (3) technical qualifications and resources, (4) demonstrated ability to conduct the necessary work based on an assessment of successful completion of similar projects, (5) proposed project cost, and

(5) S/EBE Participation.

Any questions regarding this document must be submitted via the procurement portal’s “Ask a Question” functionality or by email to Jason Brogden (jbrogdenl@wichita.gov) no later than 3:00 p.m. October 2, 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

RFP Released September 21, 2026

Pre-Proposal Meeting at Brooks Landfill, 4100 N. West St September 29, 2026 @ 9:30 a.m.

Questions Due Via Email October 2, 2026 3:00 p.m.

Questions Answered Via Addendum Week of October 5, 2026

Proposals Due October 9, 2026 10:00 a.m.

Evaluation Week of October 19, 2026

Project Awarded (tentative) November, 2026

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

City of Wichita 2 RFP #260240

Table of Contents

1. OVERVIEW AND SUMMARY

2. PROJECT OBJECTIVES

3. SCOPE OF SERVICES

A. Definitions

B. Groups

C. Service/Material Specifications

D. Order of Progress

E. Special Requirements

4. PROPOSAL TERMS

A. Questions and Contact Information:

B. Proposal Submission:

C. Evaluation Criteria:

D. Tentative Schedule:

E. Minimum Respondent Qualifications:

F. Mandatory Elements:

G. City of Wichita Responsibilities:

H. Debriefing:

I. Challenges and Protests:

5. CONTRACT PERIOD AND PAYMENT TERMS

6. INSURANCE REQUIREMENTS

7. GENERAL SPECIFICATIONS:

8. REQUEST FOR PROPOSAL CONDITIONS CERTIFICATION (SUBMITTAL LETTER)

9. S/EBE PROGRAM PARTICPIATION DOCUMENTATION

10. ATTACHMENT A – CITY CONTRACT

11. ATTACHMENT B - EQUIPMENT REQUIREMENTS

12. ATTACHMENT C – BROOKS LANDFILL MOWING AREA MAP

13. ATTACHMENT D – CHAPIN LFG MOWING AREA MAP

14. ATTACHMENT E – JOHN’S SLUDGE POND MOWING AREA MAP

15. ATTACHMENT F – ACCESSING JOHN’S SLUDGE POND MOWING AREA MAP

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

City of Wichita 3 RFP #260240

1. OVERVIEW AND SUMMARY

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

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

The City of Wichita is soliciting requests for bids from firms for the service of landscaping and grounds maintenance care at three (3) locations for the Department of Public Works & Utilities:

Brooks Landfill: Brooks Landfill (BROOKS) is a closed municipal solid waste landfill and active construction & demolition (C&D) landfill located at 4100 N. West Street. The site consists of approximately 790 acres with approximately 300 acres of the site maintained under this contract. The site includes active landfill operations, a compost area, stormwater detention areas, landscaped areas around the scale house, a groundwater monitoring system consisting of 24 groundwater monitoring wells around the perimeter of the site, and an active landfill gas collection system consisting of 134 vertical wells extending above the landfill surface connected subsurface to a central collection facility. The area to be maintained includes an area approximately 40 ft. wide around the perimeter fencing.

Chapin Landfill Gas (LFG) Collection: Chapin LFG Collection (CHAPIN) is a closed municipal solid waste landfill and active municipal park located at 2400 E. MacArthur Rd. The site covers approximately 125 acres with approximately 4.8 acres maintained under this contract for mowing and weed eating and approximately 120 acres for erosion and settlement repair. Currently, an active landfill gas collection system is in operation, along with 14 groundwater monitoring wells and 49 piezometers used to monitor the system. The gas collection system consists of approximately 21 vertical wells extending above the landfill surface and a collection facility located within two (2) fenced areas.

John’s Sludge Pond: John’s Sludge Pond (JSP) is a closed industrial waste landfill located at the south side of the K-96 Fishing Lake. The site consists of approximately 2.7 acres maintained under this contract.

Currently, 2 ground monitoring wells are located within the area maintained under this contract.

Attachments C through E identify the various site locations.

2. PROJECT OBJECTIVES

The purpose of the proposal is to demonstrate the qualifications, competence and capacity of firms seeking to provide services specified herein for the City of Wichita, in conformity with the requirements of this Request for Proposal. The proposal should demonstrate the qualifications of the firm and the staff to undertake this project. It should also specify the proposed approach that best meets the Request for Proposal requirements.

The proposer must address each of the service specifications under the Scope of Services.

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

City of Wichita 4 RFP #260240

3. SCOPE OF SERVICES

A. Definitions

Mowing is inclusive of basic landscaping services (mowing, weed eating, trimming, edging, properly removing clippings from walkways, etc.).

Weed control is any non-mechanical means of removing vegetation (e.g., herbicides along the fence line and spill ways).

Landfill management means the Program Manager for the Department Public Works & Utilities, Office of Environmental Health, or his/her designee.

Pesticide is an umbrella term for a broad range of substances or agents used to destroy pests, such as insects, weeds, or diseases, and include insecticides, herbicides, fungicides, and many others.

B. Groups Group 1A – Mowing & Weed Control Services at BROOKS Item 1 Furnish labor, material, and equipment to control weeds as specified at BROOKS (300 acres).

Item 2 Furnish all labor, material, and equipment for mowing 300 acres at BROOKS. Mowing of the perimeter and cell caps occur approximately once a month during the growing season.

Mowing around the scale house occurs approximately four times a month during the growing season. (300 acres X 7 times + 1 acre x 28 times = 2,128 acres per year)

Group 1B – Mowing & Weed Control Services at CHAPIN

Item 1 Furnish labor, material, and equipment to control weeds as specified at CHAPIN (4.8 acres).

Item 2 Furnish all labor, material, and equipment for mowing inside and around fenced areas, approx. 4.8 acres at CHAPIN. Mowing occurs approximately once a month during the growing season. (4.8 acres X 7 times = 33.6 acres per year)

Group 1C – Mowing & Weed Control Services at JSP Item 1 Furnish labor, material, and equipment to control weeds as specified at JSP (2.7 acres).

Item 2 Furnish all labor, material, and equipment for mowing approx. 2.7 acres at JSP, located at the south side of the K-96 Fishing Lake. Mowing occurs approximately three (3) times during the growing season. (2.7 acres X 3 times = 8.1 acres per year)

Group 2 – Cap Maintenance Item 1 Furnish all labor, material and equipment for erosion and settlement repair at BROOKS, CHAPIN, and JSP as directed by the City, up to 20,000 tons per year.

Option #1: City-supplied fill material Option #2: Firm-supplied fill material

Item 2 Furnish all labor, material, and equipment to fertilize BROOKS (300 acres) and CHAPIN (4.8 acres) each year. Application rate shall be 50 lbs./acre using a 10-20-10 fertilizer.

(304.8 acres total)

Item 3 Furnish labor, material, and equipment to seed all bare or repaired areas at BROOKS, CHAPIN, and JSP as specified. (Up to 200 acres per year)

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

City of Wichita 5 RFP #260240

Item 4 Furnish labor, material, and equipment for installing erosion mat material as specified for covering sloped areas disturbed during leveling and reseeding at BROOKS, CHAPIN, and JSP. (Up to 25,000 square yards per year; material must be pre-approved by the City prior to application.)

Group 3 – Miscellaneous Services

Item 1 Hourly rate for miscellaneous landscaping and grounds maintenance tasks as directed by landfill management on an as-needed basis, not to exceed 200 man-hours per year. (The primary “as directed” service under group three is collecting blown trash debris from the landfill perimeter fencing and grounds prior to providing mowing and weed control services.)

C. Service/Material Specifications Weed Control The weeds and woody plant growth will be kept off the fences, spill ways, parking areas, sidewalks, and around buildings and structures using either Pathway or Pathfinder II chemical, or an appropriate herbicide that is equally effective. Weed management methods will be used to control Johnson grass, Bindweed, Musk Thistle, and all other noxious weeds listed under The Kansas Noxious Weed Law at all locations.

Weed control shall only occur in areas pre-authorized by landfill supervision.

The successful bidder must have a Kansas Department of Agriculture pesticide applicators license in categories 3-A and 3-B, and either category 6 or 7C before any pesticide or chemical application is made. This license must be held by someone in the Firm who will be responsible for the proper application of pesticides. The license must be in place and up to date when the contract is awarded. A copy of the pesticide applicators license with the individual’s name and applicators license number will be required.

The Firm shall furnish all necessary labor, equipment, and licenses to perform all the work required by these specifications.

Proposals should include pricing broken down by cost per acre.

Mowing Mowing and trimming at all locations will be completed as needed during the growing season from April to October. The growing season may be reduced or extended as directed by the City according to drought, weather conditions, or direction from regulatory agencies.

The Firm will use string trimmers and push mowers or suitable devices to control the grass and weed growth around the entrance areas, fences, around all buildings and improvements, the groundwater monitoring wells, LFG collection wells, and piezometers, maintaining a clean and neat appearance.

Riding mowers, tractors with mower decks, and other suitable equipment may be used in the culverts and open areas and culverts to present a clean and neat appearance.

The Firm/Firm’s employees will notify landfill management AND the scale house prior to mowing around parked vehicles and provide sufficient time for vehicles to be moved to a safe area to avoid incidental damage prior to commencing mowing activities.

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

City of Wichita 6 RFP #260240

The Firm/Firm’s employees will notify landfill management of problems discovered during mowing activities. Problems include, but are not limited to, areas of erosion, areas of landfill settlement (a.k.a.

sinking or subsiding), broken or damaged wells, exposed waste, cut or broken fencing, dead trees, etc.

Proposals should include pricing broken down by cost per acre per site.

Erosion Repair Areas of erosion or settlement at all sites will be repaired by the Firm as needed year-round. The City will notify the Firm when erosion/settlement repair work is needed. The City will identify the limits of the repairs and approve the fill material prior to the repairs (approximately 20,000 tons per year). In general, two types of soil will be utilized: Topsoil and Clay-Like Soil. Clay-Like Soil is defined as soil having a permeability no greater than 1X10-5 centimeters per second when compacted. In areas of excessive erosion, the City may elect to also include placement of riprap. If riprap placement is desired, the City will provide the materials (geofabric liner and riprap) and utilize the Firm for installation.

Proposals should include pricing broken down as follows:

Option #1 – City Supplies the Fill Material o Cost per Hour for the Firm to provide all labor, equipment, services, and incidentals to repair the erosion/settlement. This includes filling and leveling. If cost is different between the type of soils or riprap placement, please break out by material type.

Option # 2 – The Firm Supplies the Fill Material o Cost per Hour for the Firm to provide all labor, equipment, services, and incidentals to repair the erosion/settlement. This includes filling and leveling. If cost is different between the type of soils, please break out by material type.

o Cost per Ton for the Firm to provide Topsoil.

o Cost per Ton for the Firm to provide Clay-Like Soil.

The required repairs are to be performed on an as-needed basis. Such maintenance is to be performed only as directed and approved by landfill management.

Fertilizing Fertilizer will be applied at a rate of 50 lbs./acre using a 10-20-10 fertilizer at the BROOKS and CHAPIN sites only.

Proposals should include pricing broken down by cost per acre.

Seeding Procedures On areas of initial, repair and over-seeding, the seeding rate will be 15 pounds per acre using a 15:1 mixture of 15-parts Smooth Brome Grass to 1-part Annual Rye. The City reserves the right to change this mixture, upon notification, according to recommendations from the City’s horticulturist and/or direction from regulatory agencies. If the City changes the mixture and/or seeding rate, the Firm will be allowed to re-bid this line item only. The City, upon review, may either accept, reject, or make a counteroffer. Rejection of the rebid by the City or the counteroffer by the Firm nullifies the Firm’s seeding responsibilities only and not the remaining provisions of any contract awarded.

All seeding will be applied using a no-till drill.

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

City of Wichita 7 RFP #260240

A 10-20-10 fertilizer will be applied after seeding as specified in 2.2 - Fertilizing.

Proposals should include pricing broken down by cost per acre.

Erosion Matting Erosion matting will be placed on all sloped areas that have been disturbed and pinned in place to prevent movement from the wind. Erosion matting indicative of type being sought in this proposal is Excelsior Mat, Curlex, North American Green Single Net Straw Blankets S75, or pre-approved equivalent.

Proposals should include pricing broken down by cost per square yard.

D. Order of Progress The order of progress will originate with the City and be communicated to the Firm through phone and/or email. The City will notify the Firm when services are required. The Firm will be expected to begin the service within five (5) days after notification by the City.

The Firm and the City may establish a work schedule for routine services, such as mowing, that occur during the growing season in lieu of sending an initiating phone call or e-mail each time a service is needed. If a work schedule is established, the Firm will be expected to begin the service on the scheduled date, weather pending. If delayed due to the weather, the Firm is expected to start work on the next suitable date. The City may cancel any scheduled service upon notifying the Firm. The City shall attempt to make notifications at least 24 hours in advance of the scheduled service date.

A meeting between landfill management and the Firm will be held prior to each service event to determine the necessity and scope of work to be completed. This meeting shall be held regardless of how the service request was originated (e-mail from City or established work schedule).

The Firm will have one (1) day to complete mowing around the scale house and two (2) weeks to complete all other work unless approved otherwise by the City.

Employee(s) of the Firm will need to check-in with landfill management upon starting and upon completion of services. In person check-in is required for work being conducted at BROOKS. Phone or same day e-mail check-in is acceptable for work being conducted at CHAPIN or JSP.

Services will not be considered complete, nor will invoices be paid, until landfill management confirms the scope of the work has been completed. Confirmation of completion or an explanation of what still needs to be completed will occur within three (3) business days of the notice of completion. If work still needs to be completed, the Firm shall complete the work within three (3) business days of notification.

In person or phone notifications may be made to any employee of the Firm; however, official notification shall be considered the e-mail sent by landfill management to the Firm’s e-mail of record following completion of services. The Firm is responsible for notifying the City if this e-mail is no longer active or if another e-mail is preferred.

E. Special Requirements

1. EXISTING IMPROVEMENTS

Active gas collection systems and/or groundwater monitoring systems are in operation at all three sites. BROOKS Landfill also has two septic fields which must be protected from being driven over

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

City of Wichita 8 RFP #260240 with heavy equipment. The Firm shall take every precaution to protect all wells and improvements made at all sites. Any damage resulting from the firm’s operations shall be immediately reported to landfill management, and repaired to the satisfaction of landfill management, at the Firm’s sole expense.

2. OPERATING HOURS

The Firm will only perform services during normal operating hours.

Operating Hours for BROOKS are:

Days Times Schedule Monday – Friday 7:30 AM – 5:00 PM Summer Saturday 8:00 AM – 12:00 PM (March – October) Monday – Friday 7:30 AM – 4:30 PM Winter Saturday 8:00 AM – 12:00 PM (November – February)

BROOKS is closed on Sundays as well as all observed City Holidays (New Year’s Day, MLK Jr.

Day, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Veterans Day, Thanksgiving Day, Friday After Thanksgiving, and Christmas Day). BROOKS closes at noon on New Year’s Eve and Christmas Eve.

Operating Hours for CHAPIN and JSP are:

Days Times Schedule Daily 6:00 AM – 12:00 AM (Midnight) Year-Round

The City reserves the right to change operational hours as needed. Any changes will be provided to the Firm.

3. OPERATIONAL SAFETY

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

PPE shall be applicable to the operation at hand. At a minimum, ANSI class 2 hi-visibility safety vest, safety jacket, or safety shirt, in either safety orange or safety yellow, will always be worn.

PPE shall be provided to the employees of the Firm by the Firm. It shall be the Firm’s responsibility to properly train employees of the Firm in proper use of PPE and equipment operation.

The City reserves the right to have landfill management and/or the City safety officer immediately halt all Firm operations if proper PPE is observed not being utilized by employees of the Firm or if any other act is observed that (1) could compromise the health and safety of the employees of the Firm, employees of the City, patrons of BROOKS, CHAPIN, or their adjacent properties; (2) could compromise the safe operations of BROOKS or CHAPIN; or (3) is prohibited by the terms of the permit of operation issued by the Kansas Department of Health and Environment.

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

City of Wichita 9 RFP #260240

The Firm will not be allowed to resume operations until the safety concerns are appropriately addressed to the satisfaction of landfill management or the City safety officer. Halted time will not be grounds for an extension to avoid liquidated damages costs.

4. EMPLOYMENT

Employees of the Firm providing the contracted service(s) must be at least 18 years of age.

The Firm shall comply with requirements set forth in the Non-discrimination and Equal Employment Opportunity Statements and/or any other Federal or State requirements.

The Firm and all employees of the Firm shall refrain from any type of harassment on City property or when engaged in services for the City.

5. EQUIPMENT

Equipment used to execute this contract will be the property of the Firm. All equipment is to be in good to excellent working condition. Suggested minimum equipment requirements are listed in Attachment B. The Firm shall submit with this proposal a list of available equipment owned or a plan of action, such as a rental agreement, of how the Firm plans to obtain equipment not already owned to complete the service(s) for the group(s) for which the Firm is bidding. The Firm shall also submit a contingency plan as to how the Firm plans to provide services in a timely manner if the necessary equipment becomes non-functional.

6. LICENSES

The Firm shall ensure all applicable City, State, and Federal Licenses, as required, are obtained, and maintained throughout the life of this contract.

7. WORK / PRODUCT GUARANTEE

The Firm will guarantee all work to be in accordance with the contract and ensure an attractive and maintained property. The Firm will be responsible for all damage to wells, fences, trees, structures, or other materials on or adjacent to BROOKS, CHAPIN, and JSP. If the Firm damages any property, the City shall be immediately notified of the damaged property. The Firm shall repair all damage using City approved methods, specifications, and Firms, pulling all required permits and licenses. Copies of all permits and licenses pulled for repair shall be provided to the City.

Alternatively, if the Firm is unable to make the necessary repairs, the City may make the repairs in house and/or contract out the work for repair and bill the Firm for all expenses. The terms of repayment by the Firm shall be Net 30; any payment not received within 30 days may have a 10% late fee added and continue to be added monthly thereafter until payment is received in full.

8. LIQUIDATED DAMAGES

The Firm will be expected to begin services on the day established on the work schedule or within five (5) days after notification by the City. The Firm will have two (2) weeks to complete their work.

Extensions will only be allowed because of weather and/or with the City’s approval.

The time of completion being an essential part of this contract, the Firm shall pay the City liquidated damages in the amount of $100.00 for each additional working day after the specified completion date that the work remains uncompleted. All charges for liquidated damages shall be deducted from Firm payments at the time of completion.

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

City of Wichita 10 RFP #260240

4. PROPOSAL TERMS

A. Questions and Contact Information:

Any questions regarding this document must be submitted via the procurement portal’s “Ask a Question” functionality or by email to Jason Brogden, jbrogden@wichita.gov in accordance with the dates and times stipulated for questions. Any questions of a substantive nature will be addressed in written form as a posted addendum on the City’s Procurement Portal (wichita.gov/procurementportal) 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 “Semi-hourly” on their Procurement Portal - Notification Center settings:

Accept Invites from Agencies (to receive invitations for new solicitation opportunities) Accept Messages (to receive notifications for any published addendum)

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

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

B. Proposal Submission:

Proposals 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, October 9, 2026. Proposals 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 a proposal shall be wholly absorbed by the respondent.

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

C. Evaluation Criteria:

A Screening and Selection Committee composed of City staff from various departments, and in requested instances, community members will evaluate received proposals. At the discretion of the Selection Committee, respondents may be asked to make an oral presentation to clarify information in their submittal. The Selection Committee will make recommendations regarding the selection to the City Council and request authorization to enter into a contract with the approved firm.

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

City of Wichita 11 RFP #260240

The Staff Screening and Selection Committee will evaluate proposals submitted. Proposal responses will be evaluated on the following but not limited criteria*:

Ability to Meet Proposal Terms and Conditions (10%)

Proposal contains all required elements No conflict of interest with the City, current City Council members or staff Services can be provided within the 2-week time limit upon notification

Verifiable record of professionalism and quality

Project Understanding/Presentation (20%) Understanding of project objectives

Qualifications/knowledge/experience with similar projects Approach to project

Knowledge of local situation Proposed work schedule

Preparation/presentation/format of proposal Small business participation commitment and proposed subcontractor utilization

Technical Qualifications/Resources (30%)

Financial strength of the firm Experience of assigned personnel Staff/time availability to handle project within desired period Possession of current and valid certifications and licensures Equipment/access to equipment to complete the project Condition of equipment

Demonstrated Ability to Conduct the Necessary Work Based on an Assessment of Successful Completion of Similar Projects (15%)

Financial strength of the firm Management capabilities Verifiable record of professionalism, quality, and reliability Knowledge/experience working on landfills or similar sites

Proposed Cost (15%)

Small & Emerging Business Enterprise Program participation (10%)*

*Effective December 30, 2025, the City implemented the revised small business program titled, “Small & Emerging Business Enterprise Program” (S/EBE). Proposers interested in claiming program participation may see their requirements outlined in Section 4. Proposal Terms; F. Mandatory Elements to claim the 10 points afforded towards S/EBE participation. Additional information may be found online at wichita.gov/purchasing.

The Staff Screening and Selection Committee at their discretion may or may not conduct interviews. If interviews are conducted, the Committee may interview part or all of the respondents. The City reserves the right to make an award based on the greatest benefit to the City and not necessarily on the lowest fee proposal.

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

City of Wichita 12 RFP #260240

Following selection by the Staff Screening and Selection Committee, the highest ranked firm(s) will be recommended. The City Council reviews and approves or disapproves the selection and authorizes the necessary signatures.

The City reserves the right to accept or reject any or all proposals and reserves the right to modify the scope of services during negotiation of the contract. Submission of a proposal indicates acceptance of the conditions contained in the Request for Proposal (RFP) and an agreement to negotiate a contract for services. The City reserves the right to make an award on the basis of greatest benefit to the City and is not obligated to select the lowest cost option.

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

D. Tentative Schedule:

The tentative schedule will apply to this Request for Proposal (RFP) 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, calling (316) 268-4636, or by contacting the buyer listed on the solicitation document.

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

Vendors are encouraged to complete 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 and evaluation of the submitted proposals historically takes an estimated 60 to 90 days before notification from the City of Wichita that a contract has been approved by City Council.

Event Date Solicitation Advertised September 21, 2026 Pre-Proposal Meeting September 29, 2026 @ 9:30 a.m.

Last Day for Written Question October 2, 2026 @ 3:00 p.m.

Addendum Posting Week of October 5, 2026 Proposal Due October 9, 2026 @ 10:00 a.m.

Evaluation/Optional Oral Presentations October/November , 2026 City Council Approval (tentative) November, 2026

The review and evaluation of the submitted Proposals may take an estimated 60 to 90 days before notification from the City of Wichita that a contract has been approved by City Council.

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 Proposal. 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. Proposers shall:

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

2. Understanding of industry standards and best practices.

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

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

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

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

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

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

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

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

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

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

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

13. Certified by the Kansas Department of Agriculture as a pesticide applicator in categories 3-A, 3-

B, and either 6 or 7-C (for Group 1 proposals).

F. Mandatory Elements:

All proposals must adhere to the following guidelines:

1. All proposals 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 proposal must include the signature of an official of the firm that is authorized to contract for 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 services provided and contact information for each reference. Letters of Reference provided by a City of Wichita officer, employee, or agent, participating in preparing the solicitation or participating in source selection or from any City Council member will be prohibited and not considered to prevent improper influence, improper lobbying, or a conflict of interest.

a. Letters of Reference will be submitted as a part of response submission on company letterhead/signature block to identify a submitter and source of reference. Contact information shall include the following, at a minimum.

Contact Name / Email Contact Phone Number

b. A letter of reference written by a City of Wichita employee participating in preparing the solicitation or participating in source selection will not be considered.

6. Disclose any civil litigation or alternative dispute resolution proceedings involving the Proposer (and any subcontractor proposed in a response submission) within the last year.

a. Continuing disclosure required for any new litigation, arbitration, or other proceeding commencing after proposal submission within 30 days of occurrence in a written statement to the contact person identified.

b. Details of settlements that are prevented from disclosure by law may be annotated as such.

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

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7. Proposal for services and methodology for delivery of services.

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

9. Timeline for completing the project.

10. Proposals may not be withdrawn for a period of 120 days following the opening of this Request for

Proposal. 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.

11. Proposed not-to-exceed fee for professional services.

a. Proposed per acre billing rate must also be included (for Groups 1 & 2)

b. Proposed hourly billing rate must also be included (for Group 3)

12. Description of any City responsibilities or assistance sought from City staff, including assistance required from the City to ensure expedient project completion and lessen project costs.

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

14. Completed Request for Proposal Addendum electronic acknowledgment in City Procurement Portal (Yes/No).

15. Small & Emerging Business Enterprise (S/EBE) participation demonstrated by a submitted S/EBE Certification by a federal or state-certified S/EBE; City certified EBE Certification; or having a provable, existing subcontractor relationship for the proposal submission in question demonstrated by the following:

a. S/EBE Utilization Form

b. S/EBE Participation Schedule

c. S/EBE Letter of Intent

d. All other S/EBE Participation attestation, short of actual, provable certification at the time of opening the proposals will warrant zero (0) points.

i. Provided S/EBE lists a respondent would utilize or provided “good faith efforts” will not qualify.

ii. Self-Attestation as an S/EBE at the time of proposal submission will not qualify.

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

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

G. City of Wichita Responsibilities:

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

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

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

4. The Firm is responsible for damages to existing improvements (see Section E.1. of this document).

City staff will repair the damages if there is a need for immediate repair for safety and health conditions, or, in non-emergency situations, the Firm not having the appropriate expertise or ability to locate a qualified and City-approved sub-contractor within a reasonable amount of time (usually seven (7) calendar days). The Firm will be billed for the City employee(s) time at a 1.5% hourly rate (one hour minimum) plus a 10% mark-up on the cost of materials and supplies (includes shipping and delivery costs, plus the cost to rent any specialized equipment and associated fuel). If the City elects to use an external contractor, the Firm will be billed for the total incurred costs invoiced by the contractor, plus a 10% markup to cover the additional administrative costs associated in arrangement of the repairs.

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

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H. 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.

I. 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.

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.

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

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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.