Bickle-Schmidt Sports Complex Playground Shelter

City of Hays
Request for Bid
Bickle-Schmidt Sports Complex Playground
Shelter
Date of Issue: September 24th, 2026
Bid Due Date: October 27th, 2026 @ 3:00 P.M.

Introduction
The City of Hays is requesting bids for the installation of a pole-barn or metal
frame type structure with metal roof over a playground at the Bickle-Schmidt
Sports Complex. Bids will be accepted until 3:00 P.M. local time, Tuesday
October 27th, 2026 at the Finance Office located at 1507 Main St., P.O. Box
490, Hays, KS 67601.
This written Request for Bid (RFB) states the scope of the City of Hays
requirements and specifies general rules for preparing the bid.
The bid should clearly demonstrate how the bidder can best satisfy the
requirements of the City of Hays. The City of Hays shall reserve the right to award
the purchase order which is most advantageous to the City of Hays.
Rules of Preparation
The submitted bids must follow the rules and format established within this RFB.
Adherence to these rules will ensure a fair and objective analysis of all bids. Failure
to comply with any portion of this request may result in rejection of the bid.
Bidder Inquiries
The City of Hays Parks Department has prepared this RFB and has designated Jeff
Boyle, Director of Parks, as the project manager. Please direct questions or
comments concerning either the administrative or technical requirements of this
RFB to the project manager.
* Jeff Boyle, Director of Parks
* City of Hays Parks Department
* PO Box 490
* Hays, Kansas 67601
* (785) 628-7375 office
* jboyle@haysusa.com
To ensure a timely response, questions should be e-mailed to the Project Manager
at the specified address listed above.
Submission of Bids
Please prepare and submit one (1) original bid form which is included in the bid
packet. Completed bids should be sealed and clearly marked "Bickle-
Schmidt Sports Complex Playground Shelter" in bold or highlighted text
with strict instructions not to open until the due date and be submitted to
the Finance Director by the due date.
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Bids received after the above date and time will be considered late and will not be
accepted. Bids will be evaluated objectively based on the bidder's responses to
the RFB.
The City of Hays will not pay costs incurred in the bid preparation including, but
not limited to, the costs for printing and mailing services. All costs for the
preparation of the bid shall be borne by the bidder.
Notification of Withdrawal of Bid
Bids may be modified or withdrawn by an authorized representative of the vendor
or by formal written notice prior to the final due date and time specified for bid
submission. Otherwise, bids will be considered valid for 60 days from the opening
date. This is a requirement because the successful bid will need to be approved
by the Hays City Commission at a regularly scheduled meeting. Submitted bids will
become the property of the City of Hays after the bid submission deadline.
Minimum Specifications and Scope of Project
The successful bidder shall provide a structure to the City of Hays in accordance
with the terms of this RFB. The bidder will provide this item only upon the
issuance and acceptance by bidder of a purchase order. The bidder shall accept
all valid purchase orders. Payment for products/labor will occur after they have
been received by the City of Hays and upon receipt of invoice from the bidder.
Bidders must provide a detailed cost breakdown of the project with the bid in
order to receive advance payments or partial payments while the project is being
completed. The City of Hays is tax exempt and will provide a state issued Project
Exemption Certificate to the successful bidder prior to any materials being
ordered. The bidder shall not order any parts or begin any portion of the work
until this form has been received from the City.
The following is for informational use only to prepare the bid and shall not be
considered an estimate or complete projection of current or future needs. It is the
bidder's responsibility to ensure that they understand the needs of the City of Hays
via communication with the Project Manager prior to submitting bids. Attending
the pre-bid meeting is mandatory for this project. The mandatory pre-bid
meeting will be held on October 8th, 2026 at 9:00 a.m., at the Bickle-
Schmidt Sports Complex at the Northeast Quad of fields.
Include all labor and materials for this project to be a success and to be considered
a "turnkey" event.
Minimum specifications include:
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A detailed list of what items will be provided by the bidder and what items, if
any, are required by the City of Hays to make this project successful, should be
included in this bid.
All warranty information should be included in the submittal. Warranty on
posts/columns, ribbed metal/paint and workmanship are especially important.
Proposals should include all other pertinent information pertaining to the
structure such as wind and snow load information as well.
Permits for this project will be provided by the City of Hays.
Bids shall include all labor and materials to build the structure.
The company shall be fully qualified and licensed in Hays to provide installation of
desired structure.
All products provided for this project shall be new and free from defects in material
and workmanship.
The structure being bid will replace existing metal pole structures with fabric tops
over the playground on the Northeast Quad at the Bickle-Schmidt Sports Complex.
Attachment "A" is a similar structure on the Southwest Quad. The design and
colors should match this structure, as close as possible. The required building will
have a minimum 16' ceiling height to adequately clear the playground equipment
and the ceiling and interior must be closed off with metal to prevent birds from
nesting in the rafters. Both wooden framed and metal framed buildings will be
considered. Fabric-top structures will not be considered for this project.
Structures being bid shall meet the 2015 International Building Code requirements
including a 115-mph wind load and a 25 psf ground snow load. Successful bidder
will be required to provide engineered stamped drawings for proposed structure
and footings.
Contractor will be required to take special care during the installation of the shade
structure to avoid unnecessary damage to the turf, concrete and other amenities
in the work areas. The concrete throughout the facility is approximately four (4)
inches thick. Heavy Equipment will likely cause damage. The Contractor will need
to plan accordingly to prevent any unnecessary damage to existing concrete.
The two existing structures will be removed by the City of Hays prior to contractor
starting work. The city will attempt to remove the existing footings but there is no
guarantee that this can be accomplished at this time. This bid is for labor and
materials to build a new shade structure only. The city will replace disturbed
concrete and playground surfacing from existing structure posts as well as
concrete around new shelter posts at the end of the project.
Pole placement for this structure will be critical as there are two areas where
underground electrical is present and the field lights are in close proximity to the
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sides of this new structure. Bidder will need to verify all measurements and layout
in order to provide a structure that will fit in the location. The approximate size of
the structure will be 55' x 55' but there is room to alter that size if needed.
Since a structure was originally located at this site and its location is difficult to get
to with large equipment, it is likely that the footings from the existing structure
will remain and will have to be worked around to install the new building. Since
City Staff has not removed the existing structures yet, we are unsure of the
specifics. Therefore, a site visit will be required of all contractors to bid on this
project.
Timing for this project to be completed is November 1, 2026 to February 26, 2027.
It is the bidder's responsibility to clearly list any exclusions to the minimum
requirements listed above that they cannot meet. The bidder must also list
everything that the City will need to provide in order to make this project a success.
Purchases are to be made only as authorized by a purchase order issued by the
City of Hays and not until the contractor has received the Project Exemption
Certificate from the city.
Contractual Obligations
The successful bidder will be required to accept a purchase order from the City of
Hays in which the bidder will undertake certain obligations. These obligations
include, but are not limited to, the following:
Inclusion of Bid - The bid submitted in response to this RFB will be incorporated
as part of the final purchase order with the selected bidder.
Insurance - The successful bidder shall maintain and shall require all of its
subcontractors to maintain general aggregate insurance with limits of not less than
$1,000,000 per accident.
Bonding - The successful contractor to whom a contract is awarded in excess of
$100,000 will be required to furnish surety as follows:
a. Contract Bond. A performance bond to the Owner, in an amount equal
to 100 percent (100%) of the contract price.
b. Payment Bond. A statutory bond to the State of Kansas in an amount
equal to 100 percent (100%) of the contract price filed with the Clerk of
the Ellis County District Court.
c. The bonds shall be executed in three (3) counterparts on the forms
provided (or similarly approved forms), signed by a surety company
authorized to do business in the State of Kansas and acceptable as
surety to the Owner.
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Costs - All costs are to be stated in exact amounts. Bidders must provide a detailed
cost breakdown of the project with the bid in order to receive advance payments
or partial payments while the project is being completed. No additional charges
will be allowed unless so specified in the bid.
Selection - The final award is subject to the City of Hays purchasing policy.
Right of the City of Hays to Reject Bids
The City of Hays reserves the right to reject any and all bids or any part of any
bids, to waive minor defects or technicalities, or to solicit new bids on the same
project or on a modified project which may include portions of the originally
proposed project as the City of Hays may deem necessary in its best interest. The
City also reserves the right to negotiate with any bidder, all or part of any bid that
is in the best interest of the City.
Evaluations
The committee evaluating the Bids will base the evaluation on the Bid that will
best serve the City of Hays at the lowest possible cost. The Director of Parks will
determine if a testing period is required for this project before a purchase order
will be issued.
Testing period required for this project? NO
If so, length of testing period: N/A
Non-limitations to RFB
The format of the RFB must be followed and all requested information must be
submitted as indicated; however, the City of Hays is receptive to any additional
suggestions pertaining to bid requirements. Any exceptions to the RFB terms and
conditions must be included in writing in the bid.
Interpretations and addenda
No interpretation made to any respondent as to the meaning of the RFB shall be
binding on the City of Hays unless repeated in writing and distributed as an
addendum by the City of Hays. Interpretations and/or clarification shall be
requested in writing from the City of Hays, Director of Parks, Jeff Boyle.
Bid Response Format
In order to facilitate the analysis of responses to this RFB, bidders are required to
prepare their bid in accordance with the instructions outlined in this section. Each
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bidder is required to submit the bid documents in response to the RFB in a sealed
envelope. Bidders whose bids deviate from these instructions may be considered
nonresponsive and may be disqualified at the discretion of the City of Hays.
Bids should be prepared as simply as possible and provide a straightforward,
concise description of the bidder's capabilities to satisfy the requirements of the
RFB. Expensive bindings, color displays, promotional material, etc., are not
necessary or desired.
EMPHASIS SHOULD BE CONCENTRATED ON ACCURACY, COMPLETENESS, AND
CLARITY OF CONTENT.
The Bid should be organized into the following major parts:
Executive Summary - A brief and non-technical narrative describing the bid.
Company Background - The City may request information regarding the vendor's
stability, length of time in business, past history, future plans, company size,
organization.
Responses to Functional Requirements - Responses to the requirements listed in
this RFB must be provided. Notes of explanation or clarification must be included
with specific reference to the item in question.
Client References - The City reserves the right to request a minimum of three
references if pertinent.
Contract Terms and Conditions - This section is intended to form the basis for the
development of a purchase order to be awarded as a result of the RFB.
Cost Quotations - All costs must be itemized and included in this section. Bidders
must also complete the final page of this RFB document to be used as an
additional summary document.
Confidentiality of Documents
All responses to the RFB submitted by bidders shall be deemed public documents
at the time opened by City of Hays. The RFB is intended to be worded in a manner
so as not to elicit proprietary information from the bidder. If proprietary
information is submitted as part of the bid, such information is to be labeled
proprietary and be accompanied with a request that the information is to be
returned by the City of Hays to the submitter. Any bid that is submitted with a
blanket statement or limitation that would prohibit or limit such public inspection
shall be considered non-responsive and shall be rejected.
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Legal Notice
The City of Hays complies with K.S.A. 44-1030 as seen below:
(a) Except as provided by subsection (c), every contract for or on behalf of
the state or any county or municipality or other political subdivision of
the state, or any agency of or authority created by any of the foregoing,
for the construction, alteration, or repair of any public building or public
work or for the acquisition of materials, equipment, supplies or services
shall contain provisions by which the contractor agrees that:
(1) The contractor shall observe the provisions of the Kansas act against
discrimination and shall not discriminate against any person in the
performance of work under the present contract because of race,
religion, color, sex, disability, national origin or ancestry;
(2) in all solicitations or advertisements for employees, the contractor
shall include the phrase, "equal opportunity employer," or similar
phrase to be approved by the commission;
(3) if the contractor fails to comply with the manner in which the
contractor reports to the commission in accordance with provisions
of K.S.A. 44-1031 and amendments thereto, the contractor shall be
deemed to have breached the present contract and it may be
canceled, terminated or suspended, in whole or in part, by the City
of Hays;
(4) if the contractor is found guilty of a violation of the Kansas act
against discrimination under a decision or order of the commission
which has become final, the contractor shall be deemed to have
breached the present contract and it may be canceled, terminated
or suspended, in whole or in part, by the City of Hays; and
(5) the contractor shall include the provisions of subsections (a)(1)
through (4) in every subcontract or purchase order so that such
provisions will be binding upon such subcontractor or vendor.
(b) The Kansas human rights commission shall not be prevented
hereby from requiring reports of contractors found to be not in
compliance with the Kansas act against discrimination.
(c) The provisions of this section shall not apply to a contract entered
into by a contractor;
(1) who employs fewer than four employees during the term of such
contract; or
(2) whose contracts with the governmental entity letting such
contract cumulatively total $5,000 or less during the fiscal year of
such governmental entity.
At any time, the City may elect to abandon the project. At that time, the contractor
would be compensated for all items previously completed.
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Bickle-Schmidt Sports Complex Playground Shelter
SUMMARY BID FORM
Company
Representative
Address
Telephone Number ( )
E-Mail Address
Please list all exceptions to the items noted in this document:
PLEASE USE ADDITIONAL PAGES IF NECESSARY - (ARE ADDITIONAL PAGES INCLUDED? YES______ NO______)
Approx. Start Date: Approx. End Date:
Bid Total: $ ________________
(FOR MULTIPLE OPTION BIDS PLEASE USE THE NEXT PAGE)
Representative Signature: Date: