Water Treatment Plant Solids Hauling Services

REQUEST FOR QUOTATIONS

The City of Independence, Kansas, is accepting quotations for hauling solids meeting or exceeding the attached specifications.

Bids must be sent to the office of the City Clerk, 120 North 6th Street, Independence, Ks. 67301, on or before 2:00 p.m. Thursday, January 8th, 2026. Bids shall be enclosed in a sealed envelope plainly marked on the outside “WTP SOLIDS HAULING SERVICES”. If bid is mailed, the bid shall be enclosed in a separate envelope addressed to the City Clerk, also plainly marked on the outside as stated above. E-mail or fax bids will not be accepted. The apparent low bid will then be presented to the Independence City Commission at a 2026 regular meeting for their formal action.

The city reserves the right to accept or reject any or all bids or to waive any irregularities should any occur as may best benefit the City. The City Manager may require that no bidder may withdraw a bid for a period of up to forty-five (45) days after the date and hour set for opening bids, but that a bid may be withdrawn up to twenty-four (24) hours prior to expiration of the deadline for submitted bids.

SECTION I – INTRODUCTION

The City of Independence (the City) is requesting bids for hauling solids from the water treatment plant (WTP) residuals lagoon to sites approved by the Kansas Department of Health and Environment (KDHE). Though hauling of this material is not anticipated to interfere with WTP operations, coordination with staff will be required. Maps showing potential disposal sites are attached.

SECTION II – SUMMARY OF SCOPE OF WORK

CONTRACTOR’S RESPONSIBILITIES

1. Contractor shall deliver up to 3,400 cubic yards of solids from the WTP residuals lagoon to the KDHE-approved disposal sites. The location of the residuals lagoon and disposal sites is shown on Figure 1.

2. Contractor shall distribute the solids and incorporate them into the soil in accordance with the requirements listed in Section VI.

3. Contractor may remove brush and vegetation from the lagoon cell and haul to the City Brush Dump at Property 1 for disposal. Reference Figure 1 for general location of Property 1.

4. Coordinate with the City for scheduling of haul times and access requirements at least 7 days prior to being onsite to begin work.

5. Contractor shall adhere to all applicable local, state, and federal regulations for the sludge removal, hauling, and disposal processes.

CITY’S RESPONSIBILITIES

1. Maintain the residuals lagoon site, disposal sites, and routes to the site to ensure ample room for solids loading and ease of truck turning.

2. Coordinate with landowners of disposal sites, as required.

3. Oversee the loading operation, review the forms, and maintain records.

4. Provide escorts at the Property 4 (near the airport) as required.

MATERIAL SPECIFICS

Solids from the raw water treatment process are sent to the residuals lagoon and prior test data can be provided on request.

The City currently operates one lagoon cell at a time, which allows the sludge in the non-operational lagoon to be mostly dry with minimal free liquids present when it is time to dispose of the solids and switch to the other cell.

DISPOSAL LOCATIONS

1. Property 1 includes approximately 17 acres of generally flat grassland. The City uses a portion of the property for disposal of tree limbs/brush. Property 1 and structures, water wells, and water features located within ½ mile are shown on Figure 2. Though a natural drainage pathway is located to the east of Location 1, the FEMA flood map labels it as an area of minimum flood hazard. The Contractor shall not apply the solids within 100 feet of the natural drainage pathway or property lines.

2. Property 2 includes approximately 22 acres. The western portion of the property is generally flat. Rock Creek runs north/south through the middle of the property. The western portion of the property is within the floodplain and is mostly covered with trees. The Contractor shall not apply the sludge within 100 feet of the natural drainage pathway or property lines. Property 2 and structures, water wells, and water features located within ½ mile are shown on Figure 3.

3. Property 3 includes approximately 80 acres of agriculture flat land owned by the City. It is bordered by wooded areas near the River and the City’s wastewater treatment plant (WWTP). Since most of the property is located within the floodway, incorporating the sludge into the soil and monitoring weather applications during the application timeframe will be especially important for this location. The property and the surrounding area is shown in Figure 4.

4. Property 4 includes multiple parcels of City-owned land near the airport for a combined total of approximately 155 acres. The properties are primarily used for agricultural purposes with some areas of grass that are regularly mowed. Solids application at the airport will have the additional requirement of a 150-foot separation between the sludge application area and the runways. The property and the surrounding area is shown in Figure 5.

5. Contractor may propose a location for use not on this list. If proposed, it is subject to KDHE review and approval.

SECTION III – GENERAL INFORMATION

The following restrictions apply to the disposal of the WTP residuals sludge:

5. Application site restrictions:

a. 100-foot separation from streams, drainages, and property lines

b. 200-foot separation from houses

6. Application Procedures:

a. Minimize stockpiling of sludge

b. Maximum application rate – 20 dry tons per acre

7. Disturbed area should be stabilized as soon as practical

8. Consider local weather conditions and forecasts to avoid wet weather conditions

SECTION IV – SCHEDULE OF EVENTS

EXPLANATION OF EVENTS

1. ISSUE OF BID

This Request for Proposal (RFP) is issued by the City. The City is the only organization who is authorized to make copies and/or distribute this RFP in any format. A distribution list of those who receive this RFP will be maintained by the City for issuance of any addenda required to the RFP.

2. Pre-Bid Conference

A non-mandatory pre-bid meeting will be held 11am, December 5, 2025 at the Independence Water Treatment Plant, 520 E Oak.

3. Bid Opening

All bids must be received for review and evaluation no later than 2pm on January 8, 2025 at City Hall, 120 N 6th Street. It is the responsibility of the Bidder to ensure that bids are received at the address listed above prior to the deadline. Bids received after this deadline will not be accepted. Bids must be sealed and labeled on the outside of the package to clearly indicate response to WTP SOLIDS HAULING SERVICES.

A bid tabulation will be kept and made available to the public upon request.

4. Bid Evaluation and Approval

The selection committee will evaluate the bids. The selection committee will recommend approval of the selected bidder to the City Council. This recommendation shall be for the lowest responsible bidder taking into account the evaluation factors set forth in Section VII.

5. The City reserves the right to waive minor informalities and irregularities and is not obligated to award this bid.

SECTION V – RESPONSE FORMAT AND ORGANIZATION

Bidders shall submit only one bid.

SECTION VI – MANDATORY REQUIREMENTS

1. Bid pricing shall be a firm and fixed price for the specific contract period.

2. Bidder be required to provide a certificate of insurance prior to finalizing the project contract

3. Indemnification: Contractor agrees to indemnify and hold harmless City, its agents and employees, for any damages to persons or property arising from acts or omissions of Contractor, or its agents or employees, in performance of this agreement.

4. Contractor Requirements: Contractor shall be responsible for, and provide the City proof of, the following upon request:

a. Current Occupational License issued by the City, if required.

b. A minimum of $500,000.00 general liability insurance.

c. All statutorily required workers compensation coverage.

d. A minimum of $500,000.00 in automobile liability insurance.

5. Contractor will be required to maintain all insurance coverages for the term of the contract and in the event insurance is expired, cancelled or changed carriers it is the responsibility of the Contractor to provide the City with an updated certificate of insurance.

6. If disposed of on City property, the Contractor shall strip the topsoil off a portion of the property and fill in with the solids, applying a layer of cover on top of the solids. A silt fence, berm, or vegetative buffer shall be installed at the application site to prevent runoff of the soil and the soil will stabilized by seeding and compaction.

7. No solids shall be allowed to drip or fall out of the trucks onto the roadways between the WTP and disposal sites.

8. The Contractor shall remove the solids from the lagoon cell using a dozer with a tube placed along the bucket blade to push the solids toward the edge of the drained lagoon cell. The tube prevents the dozer from causing damage to the lagoon liner.

9. Contractor shall not damage the lagoon liner. The Contractor shall repair the liner per the direction of the Engineer at no additional cost to the City if the Contractor damages the liner.

10. Contractor shall notify the City of any liner areas requiring repair if damaged area is identified.

SECTION VII –EVALUATION CRITERIA

Item No.	Description	Maximum Score
1.	Proposed Pricing	60
2.	Capability of Bidders to accomplish the scope of work required in the RFQ	30
3.	Submittal Completeness	10

SECTION VIII – PRICING

Bid Pricing shall be inclusive of all costs including equipment, operator time, fuel, etc. Bid pricing is based on actual time and materials to complete the scope of work. Bid items below shall be not-to-exceed costs based on the estimated time and materials required to haul 3,400 cubic yards.

Description	Time and Materials Not-to-Exceed Amount
Solids Removal, Hauling and Disposal

Provide a description of experience, time and materials rates for equipment and personnel for the project and attach them to this bid.

Bidder Information:

Name

Address

City St. Zip

Phone

E- Mail Address

Authorized Officer

Title

Date

BID BOND

KNOW ALL MEN BY THESE PRESENTS, that we, the undersigned,

______________________________________________________ as Surety, are hereby held and firmly bound unto The City of Independence, Kansas, as OWNER, in the penal sum of

_______________________________________($____________________) for the payment of which, well and truly to be made, we hereby jointly and severally bind ourselves, successors and assigns.

Signed this ___________ day of __________________, 2025.

The Condition of the above obligation is such that whereas the principal has submitted to The City of Independence, Kansas, a certain BID, attached hereto and hereby made a part hereof to enter into a contract in writing, for the Residual Hauling

NOW, THEREFORE,

(a) If said BID shall be rejected,

(b) If said BID shall be accepted and the principal shall execute and deliver a contract in the Form of Contract attached hereto (properly completed in accordance with said BID) and shall furnish BONDS for his faithful performance of said contract, and for the payment of all persons performing labor or furnishing materials in connection therewith, and shall in all other respects perform the agreement created by the acceptance of said BID,

then this obligation shall be void, otherwise the same shall remain in force and effect; it being expressly understood and agreed that the liability of the Surety for any and all claims hereunder shall, in no event, exceed the penal amount of this obligation as herein stated.

The surety, for value received, hereby stipulates and agrees that the obligations of said Surety and its BOND shall be in no way impaired or affected by any extension of the time within which the OWNER may accept such BID; and said Surety does hereby waive notice of any such extension.

IN WITNESS WHEREOF, the Principal and Surety have hereunto set their hands and seals, and such of them as are corporations have caused their corporate seals to be hereto affixed and these presents to be signed by their proper officers, the day and year first set forth above.

________________________________________ (L.S.)

Principal

________________________________________

Surety

By:_____________________________________

IMPORTANT - Surety companies executing BONDS must appear on the Treasury Department's most current list (Circular 570 as amended) and be authorized to transact business in the state where the project is located.

PERFORMANCE BOND

KNOW ALL MEN BY THESE PRESENTS: that

(Name of Contractor)

(Address of Contractor)

a_____________________________________________________ hereinafter called Principal, and

(Corporation, Partnership, or Individual)

(Name of Surety)

(Address of Surety)

hereinafter called Surety, are held, and firmly bound unto CITY OF IDEPENDENCE, KANSAS

hereinafter called OWNER, in the penal sum of

________________________________ dollars ($_______________ )

in lawful money of the United States, for the payment of which sum well and truly to be made, we bind ourselves, successors, and assigns, jointly and severally, firmly by these presents.

THE CONDITION OF THIS OBLIGATION is such that whereas, the principal entered into a certain contract with the OWNER, dated the______ day of ______ ,2025, a copy of which is hereto attached and made a part hereof for the construction of:

NOW, THEREFORE, if the Principal shall well, truly and faithfully perform its duties, all the undertakings, covenants, terms, conditions, and agreements of said contract during the original term thereof, and any extensions thereof which may be granted by the OWNER, with or without notice to the Surety and during the one year guaranty period, and if he shall satisfy all claims and demands incurred under such contract, and shall fully indemnify and save harmless the OWNER from all costs and damages which it may suffer by reason of failure to do so, and shall reimburse and repay the OWNER all outlay and expense which the OWNER may incur in making good any default, then this obligation shall be void; otherwise to remain in full force and effect.

PROVIDED, FURTHER, that the said surety, for value received hereby stipulates and agrees that no change, extension of time, alteration or addition to the terms of the contract or to WORK to be performed thereunder or the SPECIFICATIONS accompanying the same shall in any wise affect its obligation on this BOND, and it does hereby waive notice of any such change, extension of time, alteration or addition to the terms of the contract or to the WORK or to the SPECIFICATIONS.

PROVIDED, FURTHER, that no final settlement between the OWNER and CONTRACTOR shall abridge the right of any beneficiary hereunder, whose claim may be unsatisfied.

IN WITNESS WHEREOF, this instrument is executed in four (4) counterparts, each one of which shall be deemed an original, this the _______ day of ________ , 2025.

ATTEST:

____________________________________ By ____________________________________(s)

(Seal) (Principle)

____________________________________

(Witness as to Principal)

_______________________________

(Address)

_______________________________

(Surety)

ATTEST:

_____________________________________________ (Surety) Secretary

(SEAL)

____________________________________ By ________________________(Witness to Surety)

(Attorney-In-Fact)

___________________

(Address)

____________________________

NOTE: Date of BOND must not be prior to date of Contract.

If CONTRACTOR is Partnership, all partners should execute BOND.

IMPORTANT: Surety companies executing BONDS must appear on the Treasury Department's most current list (Circular 570 as amended) and be authorized to transact business in the state where the PROJECT is located

STATUTORY PAYMENT BOND

(For Use in Kansas - Secs. 60-1412 to 1414, and 19-214, 19-1511, 19-1538, Gen. Sts. Kansas.) KNOW ALL MEN BY THESE PRESENTS: That we __________________________________ of ________________________, as Principal, and ________________________ a corporation organized and existing under the laws of the State of __________ as Surety, are hereby held and firmly bound unto the STATE OF KANSAS in the sum of DOLLARS ($ ) lawful money of the United States of America, for the use and benefit of all persons entitled thereto, for the payment of which well and truly to be made, we hereby bind ourselves, our successors, heirs, executors and administrators, jointly and severally, firmly by these presents. THE CONDITIONS OF THIS OBLIGATION ARE SUCH, that whereas, the said has entered into a written contract with the CITY OF INDEPENDENCE, KANSAS dated for the Residual Hauling according to the contract and specifications attached hereto and made a part hereof.

NOW THEREFORE, if the said _______________________________________ Contractor, or the subcontractors of said Contractor shall pay all indebtedness incurred for supplies, materials, or labor furnished, used or consumed in connection with or in or about the construction of said building or in making such improvements, including gasoline, lubricating oils, fuel oils, greases, coal, and similar items used or consumed directly in furtherance of such improvement, then this obligation to be null and void; otherwise to remain in full force and effect. The said surety for value received, hereby agrees that no change, extension of time, alteration, or addition to the terms of the contract or to the work to be performed thereunder or the specifications accompanying the same shall in any wise affect its obligations or this bond, and it does hereby waive notice of any such change, extension of time, alteration, or addition to said contract, work, or specifications. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed and delivered this.

______________ day of ___________________, 2025.

___________________________________ ______________________________________

Surety Principal

___________________________________ ______________________________________

By By

___________________________________ ______________________________________

Title Title