Rock Island Depot Digital Signage Project

The City of Liberal is seeking competitive Design-Build proposals from qualified, licensed contractors to deliver an all-inclusive, turnkey solution for the design, construction review, fabrication, and installation of a new, double-faced digital electronic message center (EMC) sign assembly.

The final design must seamlessly integrate with the architecture and character of the historic Rock Island Depot. The selected Proposer will assume full contractual responsibility for all project phases, including structural detailing, construction review, foundation modifications, electrical hookups, network integration, and complete site restoration. All aspects of the project must strictly adhere to the City of Liberal Sign Regulations (Liberal City Code, Article XXI) and all other applicable local, state, and federal building codes.

Scope of Work & Site Rules
•        Phase 1 (Pre-Construction & Detailing): The City will issue a sign permit for the proposed column modification upon construction review and approval of Kansas-stamped PE structural/wind-load calculations provided by the Proposer. The selected Proposer must submit final, scaled color shop drawings incorporating any City-requested design modifications within seven (7) calendar days of receiving the formal Notice to Proceed (NTP). The Proposer is strictly prohibited from purchasing any final project materials, including structural steel, Watchfire LED display modules, lighting fixtures, or mounting hardware, until final, scaled color shop drawings detailing the exact engineered dimensions have been approved in writing by the City.

•        Phase 2 (Demolition): Removal and disposal of existing stucco surrounds, upper cabinets, and obsolete matrices. The Proposer must remove, modify, or move the existing steel core column to sit flush with the new cabinet framework. This work must be priced independently as a separate line item (Item 7a) on the formal Cost Bid sheet. The City reserves the right to self-perform Phase 2 and omit this item entirely from the final contract award.

•        Phase 3 (Utilities & Excavation): The Proposer must contact Kansas 811 to have all public utilities located and marked prior to the start of any physical work. The Proposer shall trace, map, and protect the existing underground PVC electrical conduit feed. Any damage, degradation, or disruption to existing utility feeds caused during execution of the work shall be repaired or replaced immediately to City standards at the sole expense of the Proposer, and shall not be eligible for a change order. The base proposal must include mechanical clearing of expected subsurface obstructions (old concrete overspray, defunct conduit, old footers, roots). True unmapped anomalies (such as bedrock or active municipal mains) require an immediate work halt and a pre-approved written Change Order.

•        Phase 4 (Staging & Site Access): The Proposer must coordinate crane placement, heavy machinery staging, and any parking or sidewalk disruptions with the City 48 hours in advance. The City shall flag all known municipal irrigation lines and prune nearby trees prior to the project start date. The Proposer holds 100% liability for any heavy equipment property damage to existing asphalt, landscaping, or concrete walkways.

Financial & Tax-Exempt Policies
•        Turnkey Pricing Mandate: Proposals submitted by the Proposer must be fully inclusive. Out-of-scope exclusions or hidden transactional fees shall be rejected, excepting any itemized project deductions explicitly requested by the City. All eligible manufacturer incentives, including national Watchfire promotional rebates, must be explicitly itemized and subtracted directly from the base proposal pricing within the Cost Bid sheet.
•        Tax-Exempt Status: The City of Liberal is a tax-exempt municipal entity. No sales, use, or transactional taxes shall be included in any submitted item cost. Upon contract award, a sales tax exemption form and a Project Sales Tax Exemption Certificate (PRTEC) will be coordinated through the City.
•        Warranty & Future Maintenance: A mandatory 5-year parts and labor warranty is required, covering all modules, power supplies, logic boards, structural pieces, and gooseneck lighting. This includes trip charges, diagnostics, and equipment rentals. It also includes 5 years of software tech support and staff programmer retraining accommodations. The Proposer must provide on-site diagnostic service within 48 business hours of a reported component failure. The Proposer must also provide an optional, locked-in annual rate for an extended service agreement covering years 6 through 10 within the Cost Bid sheet.
•        Progressive Milestone Payments: No upfront deposits will be issued. Payments will be distributed based on the following schedule:
o        Draw 1 (30%): Released upon written approved of final shop drawings, issued construction review permits, and verified proof of manufacturer materials ordering.
o        Draw 2 (40%): Released upon physical mounting of structure, completed mow pad, and EMC integration.
o        Draw 3 (30%): Final retention released upon electrical hookup, content testing, training, and final City Building Department sign-off. (Note: For contracts under $100,000, execution of the formal Certificate of Subcontractor and Supplier Payment is strictly required prior to this release per Section 6).

Standard Municipal Terms & Legal Protections
•        Submission Format (Two-Envelope Requirement): Proposers must submit their proposals in two separate, sealed parts: Envelope 1 (Technical & Qualification Proposal) and Envelope 2 (Cost Bid & Bid Security). If mailing or hand-delivering, the Cost Bid sheet and bid security must be in their own separate, sealed envelope marked "Envelope 2: Cost Bid." If submitting electronically, Envelope 2 contents must be uploaded as a completely separate file. City staff will review and grade all technical and aesthetic designs before looking at or opening any project costs to ensure evaluation fairness. No pricing figures or financial metrics shall be included or referenced in Envelope 1.
•        Right to Reject and Budgetary Contingencies: The City of Liberal reserves the right to reject any and all proposals, to waive any technicalities or formalities, and to negotiate final contract terms with the top-ranked proposer. The City reserves the explicit right to disqualify any proposal whose Mandatory Project Schedule (Section C) exceeds a timeline capable of meeting the December 31, 2026 hard target. If all responsive bids exceed the project’s allocated funding, the Governing Body reserves the right to reject all bids or negotiate a reduction in scope (including the deletion of specific phase items or options) directly with the lowest responsible bidder to achieve budgetary alignment.
•        Compliance with Laws & Licensing: The selected Proposer must comply with all applicable local, state, and federal statutory regulations, including the Kansas Open Records Act (KORA) regarding document disclosures. Proposers must possess or obtain a current City of Liberal Business License and a standard City of Liberal Contractor's License prior to the execution of the contract.
•        Insurance, Bonds, and Protections (Contracts Over $100,000): If the final contract value exceeds $100,000, the selected Proposer must execute 100% Performance and Material Payment Bonds (a Contract and Maintenance Bond covering a one-year maintenance period post-final acceptance, and a Statutory Bond pursuant to K.S.A. 60-1111 filed with the Clerk of the District Court). Proposer must also provide proof of commercial general liability, automotive liability, and statutory workers' compensation insurance. Bonds must be issued by a company authorized to do business in Kansas, approved by the Governing Body, delete references to claims or notice periods less than five (5) years, and be furnished within five (5) business days of award.
•        Subcontractor Protections (Contracts Under $100,000): If the final contract value is under $100,000, formal surety bonds are waived. However, to protect third-party entities, the Contractor shall be strictly required to certify that all subcontractors and suppliers have been paid in a timely manner by executing a formal Certificate of Subcontractor and Supplier Payment prior to the release of the final 30% milestone draw.
•        Material Storage & Staging: The storage, transport, and staging of all electronic Watchfire modules, lighting fixtures, and structural elements are the sole responsibility of the Proposer. Materials must be secured against weather damage, environmental deterioration, and theft prior to installation.
•        Permits & Inspections: The City will waive or secure the primary municipal sign permits. The physical project remains strictly subject to construction review, electrical inspection, and final safety sign-off by the City of Liberal Building Department.

BIDDER MUST USE THE COST BID SUBMISSION SHEET AVAILABLE IN THE RELATED DOCUMENTS UNDER THIS BID POSTING.