Bid Notice-Sewer Manhole Lining.pdf

BID REQUEST

#2026-020

CITY OF DERBY

August 27, 2026

The City of Derby, Kansas (hereinafter referred to as the “City”) invites bids from qualified contractors for wastewater manhole lining services. Submit one copy of the Bid Form and a comprehensive proposal in a sealed envelope no later than 2:00 P.M. on September 17, 2026. The envelope shall show the Proposer’s name and address and be identified as “Manhole Lining.” Address the sealed envelope as follows:

Derby City Clerk

Attn: Sewer Manhole Lining

611 N. Mulberry Road, Suite 300 Derby, KS 67037

Bid #2026-020

All bids must be valid for ninety (90) days.

The City of Derby reserves the right to reject any or all bids.

The manhole lining work shall meet the minimum specifications attached. Bidder shall verify compliance with the specifications and provide all requested information with its proposal.

If submitted by mail, the sealed envelope containing the proposal must be enclosed in another envelope addressed to the City Clerk, 611 N. Mulberry, Suite 300, Derby, Kansas 67037.

It is the sole responsibility of the bidder to see that its response and the appropriate documents are delivered on time.

Any response received after the scheduled closing time for receiving proposals will be returned to the proposer unopened and will not be considered. It is the responsibility of the contractor to check Derby’s website for information and updates. The results will be tabulated and posted to the City of Derby website at https://www.derbyks.gov.

Proposed pricing for services may be disclosed at a public meeting to receive and to file responses of this solicitation at the City of Derby Board of Bids and Contracts meeting. Other information provided in your response will be considered proprietary and will not be divulged during the proposal review process unless otherwise required by law. Because the services sought will require the expenditure of public funds, part, or all of the successful proposal, as well as a resulting contract, will likely be public records within the meaning of the Kansas Open Records Act. Prior to acceptance of a proposal, the information contained in each proposal will be used for evaluating the proposer’s ability to handle the scope of services and will not be shared with persons not involved in the evaluation of proposals unless otherwise required by law.

Tony Koerner

Wastewater Superintendent

GENERAL INFORMATION

This request is for wastewater manhole lining services for the City of Derby, Kansas. The work includes an estimated total of one hundred and five (105) vertical linear feet of manhole lining. The intent is to obtain a complete lining system suitable for existing wastewater manholes and a proposal that clearly identifies the product, warranty, and time required for completion.

Questions regarding this document must be submitted in writing to Tony Koerner, Wastewater Superintendent, at tonykoerner@derbyks.gov. Manholes may be viewed upon request. A list of manhole addresses and photographs can also be provided upon request.

INSTRUCTION TO BIDDERS

Preparation of Bid. Bid shall be made on the Bid Form included in this request for Bids. Bid information shall be entered into the appropriate space on the Bid Form. All costs of bid preparation are the expense of the bidder. No electronic, verbal, facsimile or telephone bid will be accepted.

Examination of Bid Documents. The Bid Documents consist of this Request for Bid, each document listed on the table of contents of the Request for Bid, and any addenda which may be issued. Submission of a bid shall constitute bidder’s acknowledgment upon which the City may rely that bidder has thoroughly examined and is familiar with the Bid Documents. No claim for additional compensation will be allowed beyond that stated in the bidder’s submitted Bid Form. Neglect or failure of the bidder to receive or examine all or part of the Bid Document shall in no way relieve the bidder from any obligations with respect to this bid.

Conformance to Bid Requirements. All requested attachments shall be submitted with the completed bid form and in the designated format. Bids shall conform to the requirements of this Request for Bid. Failure to comply with all requirements of this Request for Bid may result in bid rejection.

Interpretation of Bid Documents and Addenda. Should a bidder discover conflicts or ambiguity in the Bid Documents that require a decision or explanation, bidder may request an interpretation. Such a request shall be made in writing and delivered to the buyer identified on the cover page of this Request for Bid no later than five (5) calendar days before the deadline for receipt of bids. Every interpretation made to bidders will be in the form of an Addendum issued by the City. Addenda, if issued, will be sent as promptly as possible to all parties that have been issued Bid Documents. Bidders shall acknowledge the receipt of Addenda on the Bid Form.

Submission of Bid. Bidders shall submit two originals (clearly marked ‘Original’) of the completed Bid Form, together with any required attachments or explanatory materials, prior to the time and date set for receiving bids as stated on the cover page of this Request for Bid and/or any modifying Addenda thereto. Bids shall be delivered in a sealed envelope clearly marked with the applicable bid number addressed to:

City Clerk City of Derby

Attn: Sewer Manhole Lining

611 N. Mulberry Road, Suite 300

Derby, Kansas 67037

Modification or Withdrawal of Bids. Bids may be modified or withdrawn prior to the bid submission deadline. Bids modified must be retrieved by bidder, at bidder’s expense, and resubmitted with corrected information prior to the bid submission deadline. There will be no extensions for bid modification beyond the bid submission deadline.

No bids may be modified after the bid submission deadline.

Late Bids. Bidder shall be responsible for the timely delivery of bid. Bids received after the deadline for receipt of bids shall not be accepted and shall be returned to the bidder unopened unless necessary for identification purposes.

Bid to Remain Open. The bidder shall guarantee its bid for a period of ninety (90) calendar days from the date of bid opening.

Contract Award. Contract award will be made to the lowest responsive and responsible bidder(s). The acceptance of a bid will be evidenced by a written Purchase Order/Contract delivered to the successful bidder. The successful bidder agrees to abide by the specifications, requirements, terms and conditions contained in the Contract Documents.

Contract Documents. The successful bidder will be required to enter into a Purchase Order/Contract that is acceptable to the City. Special Provisions within the contract may allow for the addition of attachments, amendments, and special conditions that may be negotiated by the successful bidder and the City. Contract documents will consist of this bid invitation, its attachment(s) and addenda, if any; the successful Bidder’s completed and signed Bid Form; and a Purchase Order/Contract issued by the City. In the absence of any language to the contrary in the executed Purchase Order/Contract, this bid invitation, its attachment(s) and addenda, if any, will be the determining document in questions of compliance with the specifications for this bid.

Reservations. The City reserves the right to:

1. Postpone the date and time announced for receipt of bids by issuance of an Addendum at any time prior to the deadline for receipt of bids;

2. Reject any bid that is conditional in any way or that contains erasures, items not called for, items not in conformity with applicable law, changes, additions, alternate proposals, or any other modifications of the Bid Form which are not in accordance with the Bid Documents;

3. Make any investigations deemed necessary to determine if a bidder is responsive and responsible;

4. In the event that only one bid is received in response to this bid invitation, require the sole bidder to submit cost or pricing data to assist in determining if the price is reasonable;

5. Reject any or all bids, including any bids that are found to be non-responsive or submitted by a bidder that is not responsible;

6. Waive minor defects or irregularities in any bid, provided that the discrepancy does not affect the bid amount or give the bidder an advantage over others;

7. Accept a bid that proposes an alternate lining product or method if, in the opinion of the buyer identified in this bid invitation, it provides equal or greater performance and otherwise meets the requirements of this solicitation;

8. Award a Purchase Order to a single bidder for the entire project or otherwise make an award according to the specifications and the best interests of the City.

MANDATORY REQUIREMENTS

The City of Derby is interested in bids that will provide quality services at competitive rates. Proposals will be evaluated on contractor experience, proposed product and warranty, price, availability, and time for completion.

Bid Specifications to include:

PROJECT SCOPE

Provide all labor, materials, equipment, supervision, mobilization, site preparation, installation, cleanup, and incidentals necessary to line the identified wastewater manholes. The estimated total quantity is one hundred and five (105) vertical linear feet.

Additional Manhole Rehabilitation. The bid price shall include normal cleaning, surface preparation, infiltration control, and minor substrate repairs necessary to install the proposed lining system. If, after cleaning or further inspection, the contractor identifies additional rehabilitation beyond the work reasonably anticipated from the bid documents, photographs, site inspection, or manufacturer’s installation requirements including substantial bench or channel reconstruction, extensive replacement of deteriorated substrate, or structural repairs, the contractor shall notify the City before proceeding. The contractor shall provide photographs, a description of the condition, the recommended repair, an itemized lump-sum price, and any effect on the project schedule. The City may negotiate the proposed scope and price, reject the proposed work, or have the work performed separately. No additional rehabilitation shall be performed or compensated without prior written authorization from the City.

Manholes may be viewed upon request. A list of manhole addresses and photographs can be provided upon request by contacting Tony Koerner, Wastewater Superintendent, at tonykoerner@derbyks.gov.

REQUIRED BID INFORMATION

Each bid response shall include the following information:

1. Type of Product: Identify the manufacturer, product name, lining system, application method, and technical data for the proposed product.

2. Warranty: State the warranty period and describe what is covered by the contractor and manufacturer warranties, minimum of 10 years.

3. Time for Completion: State the anticipated number of calendar days required to complete the work.

BID REQUIREMENTS

The proposal shall include a total bid price based on the estimated one hundred and five (105) linear feet, a unit price per linear foot and total bid price for manhole rehabilitation, as needed. The total bid price shall include all costs necessary to complete the work. Any exceptions or exclusions shall be clearly identified in the proposal.

The successful bidder shall coordinate scheduling and access with the City and shall complete the work within the completion period stated in its accepted bid unless otherwise agreed to in writing by the City.

PROPOSAL RESPONSE FORM

#2026-020

Sewer Manhole Lining for the CITY OF DERBY

Company: ______________________________________________________________________________

Bid Submitted by: ________________________________________________________________________

Name / Title

Address: _______________________________________________________________________________

City/State/Zip: __________________________________________________________________________

Phone: ________________________________________________________________________________

Email: _________________________________________________________________________________

Total Bid Price for Lining (based on 105 vertical linear feet): _______________________________________ Unit Price per Linear Foot: __________________________________________________________

Total Base Bid: _________________________________________________________________________

Proposed Product / Lining System: ____________________________________________________

Manufacturer: ______________________________________________________________________

Warranty Period and Coverage: ________________________________________________________

Estimated Time for Completion: ______________________________________________________

In submitting a bid, the firm acknowledges every section of this Request for Bids document, including all requirements, terms, conditions, and sections of this document. Bid submission format should follow the order in which the document is outlined. Exceptions to any part of this document and any attachments should be clearly delineated and detailed throughout the bid process.

The undersigned, on behalf of the bidder, certifies that: (1) this bid is made without previous understanding, agreement or connection with any person, team or corporation making a proposal on the same project; (2) is in all respects fair and without collusion or fraud; (3) the person whose signature appears below is legally empowered to bind the firm or team in whose name the bid is entered; (4) they have read the complete Request for Bids and understand all provisions; (5) if accepted by the City, this bid is guaranteed as written and amended and will be implemented as stated; and (6) mistakes in writing of the submitted bid will be their responsibility.

Signature: ____________________________________________ Date: ____________________________

Printed Name: ________________________________________________________________________