Water Plant Influent 20" Mag Meter Installation
| Location: | Kansas |
|---|---|
| Posted: | Feb 17, 2026 |
| Due: | Mar 17, 2026 |
| Agency: | City of Hays |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | 2026-10 |
| Publication URL: | To access bid details, please log in. |
| Bid Number: |
2026-10
|
| Bid Title: |
Water Plant Influent 20" Mag Meter Installation
|
| Category: | Water Resources |
| Status: | Open |
| Bid Recipient: | Water Resources Department |
|
Attachment Preview
City of Hays
Request for Proposals
COH Project 2026-10
Water Plant Influent 20” Mag Meter Installation
Date of Issue:
February 17, 2026
Proposal Due Date:
March 17, 2026
Tentative City Commission Approval: April 23, 2026
Table of Contents
1. INTRODUCTION ......................................................................................................................................... 3
2. RULES OF PREPARATION .......................................................................................................................3
3. INQUIRIES ....................................................................................................................................................3
4. SUBMISSION OF PROPOSALS ................................................................................................................ 3
5. NOTIFICATION OF WITHDRAWAL OF PROPOSAL ........................................................................ 4
6. MINIMUM SPECIFICATIONS/SCOPE OF SERVICES ........................................................................4
7. CONTRACTUAL OBLIGATIONS ............................................................................................................ 4
8. RIGHT OF THE CITY OF HAYS TO REJECT PROPOSALS ..............................................................4
9. EVALUATIONS ............................................................................................................................................4
10. NON-LIMITATIONS TO RFP ................................................................................................................…5
11. INTERPRETATIONS AND ADDENDA ....................................................................................................5
12. PROJECTED SCHEDULE OF EVENTS .................................................................................................. 5
13. PROPOSAL RESPONSE FORMAT .......................................................................................................... 5
14. CONFIDENTIALITY OF DOCUMENTS ................................................................................................. 6
15. LEGAL NOTICE .......................................................................................................................................... 6
EXHIBIT A (PROJECT SCOPE) ................................................................................................................... 7-8
EXHIBIT B (PROPOSAL) .................................................................................................................................. 9
EXHIBIT C (CONSTRUCTION DRAWINGS) ..............................................................................................10
EXHIBIT D (PICTURES) ............................................................................................................................ 11-14
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1. Introduction
The City of Hays Department of Water Resources is accepting proposals for the
Installation of a 20” mag meter and ancillary piping at the City of Hays Water
Softening Plant. This written Request for Proposal (RFP) states the scope of the City of
Hays requirements and specifies the general rules for preparing the proposal.
The proposal should clearly demonstrate how the firm can best satisfy the requirements of
the City of Hays. The City of Hays shall reserve the right to enter into an agreement with
the firm presenting the proposal that is most advantageous to the City of Hays.
2. Rules of Preparation
The submitted proposals must follow the rules and the format established within this RFP.
Adherence to these rules will ensure a fair and objective analysis of all proposals. Failure
to comply with any portion of this request may result in rejection of a proposal.
3. Inquiries
The Department of Water Resources, City of Hays, has prepared this RFP and has
designated Jason Riegel, Water Superintendent, as project manager. Please direct questions
or comments concerning either the administrative or technical requirements of this RFP
to:
Jason Riegel, Supt.
City of Hays Water Resources Department
1000 Vine Street
Hays, Kansas 67601
(785) 628-7380 office
jriegel@haysusa.com
To ensure a timely response, questions requiring a response should be e-mailed to the
Project Manager at the specified address above.
4. Submission of Proposals
Please prepare and submit (Mail) two (2) copies of the proposal. Completed proposals
should be sealed and clearly marked "RFP for 2026-10 – Water Plant Influent 20” Mag
Meter Installation" and be submitted no later than 3:00 P.M. March 17, 2026, to the
City Clerk, 1507 Main Street, PO Box 490, Hays, KS 67601. Bids will be opened at
3:00 pm in the Commission Chambers or HR Conference Room at 1507 Main Street. Bid
tabulations will be sent within 24 hours to all bidders. Proposals received after the above
date and time will be considered late and will not be accepted. Any late proposals will be
returned unopened to the firm. Responses will be evaluated objectively based on the firm's
responses to the RFP.
The City of Hays will not pay costs incurred in the proposal preparation including the costs
for printing, mailing, etc. All costs for the preparation of the proposal shall be borne by the
proposing firm.
5. Notification of Withdrawal of Proposal
Proposals may be modified or withdrawn by an authorized representative of the firm or by
formal written notice prior to the final due date and time specified for proposal submission.
2026-10 WTP Magnetic Flow Meter Installation
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Submitted proposals will become the property of the City of Hays after the proposal
submission deadline.
6. Minimum Specifications/Scope of Services
Proposals should address all services necessary to complete the project. Services required
include, but may not be limited to, the Items of Work detailed in Exhibit A.
7. Contractual Obligations
The successful contractor will be required to accept a Purchase Order from the City of Hays
in which the contractor will undertake certain obligations. These obligations include, but
are not limited to, the following:
Inclusion of Bid - The proposal submitted in response to this RFP will be incorporated as
part of the Contract for Delivery.
Indemnification and Insurance - The successful firm(s) shall indemnify and hold the City
of Hays and its officers, agents, employees and assigns, harmless from any liability
imposed for injury whether arising before or after completion of work hereunder, or in any
manner directly or indirectly caused, occasioned or contributed to, or claimed to be caused,
occasioned or contributed to, in whole or in part, by reason of any act or omission,
including strict liability or negligence of firm, or of anyone acting under firm's direction or
control or on its behalf, in connection with or incident to, or arising out of the performance
of this contract. Successful firm shall maintain the following insurance requirements
during the time of performance of these services and contract period. An insurance
certificate must be on file with the City Clerk’s office within four weeks of the signing of
the contract by both parties.
a. General Liability Insurance, with a combined single limit of $100,000 for each
occurrence and $200,000 taken together
b. Automobile Liability Insurance – per law.
c. Worker's Compensation insurance in accordance with statutory requirements and
Employer’s Liability Insurance, with a limit of $500,000 for each occurrence
The successful firm shall require all of its subcontractors to maintain the same level of
insurance listed above.
Selection – The final award is subject to the approval of the Hays City Commission.
8. Right of the City of Hays to Reject Proposals
The City of Hays reserves the right to reject any and all proposals or any part of any
proposals, to waive minor defects or technicalities, or to solicit new proposals on the same
project or on a modified project that 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 firm, all or part of any proposal that is in the best interest of the City.
9. Evaluations
Evaluation of the proposals will be based on the proposal that will best serve the City of
Hays. The following items will be used in Hays’ evaluation:
1. Customer Service
2. Overall Cost of Project.
3. References and Reviews.
2026-10 WTP Magnetic Flow Meter Installation
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10. Non-limitations to RFP
The format of the RFP 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 services development, additional related capabilities, and any alternative
methods for providing related services. Any exceptions to the RFP terms and conditions
must be included in writing in the proposal.
11. Interpretations and addenda
No interpretation made to any respondent as to the meaning of the RFP 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 contact
person listed in Section 3.
12. Projected Schedule of Events
Release of RFP Document
2/17/2026
Last day to submit proposals
3/17/2026
Staff recommendation to City Commission (Work Session) 4/16/2026
Tentative Notice to Proceed (Commission Meeting)
4/23/2026
13. Proposal Response Format
In order to facilitate the analysis of responses to this RFP, firms are required to prepare
their proposal in accordance with the instructions outlined in section 4.
Proposals should be prepared as simply as possible and provide a straightforward, concise
description of the firm's capabilities to satisfy the requirements of the RFP. Expensive
bindings, promotional material, etc., are not necessary or desired.
Emphasis should be concentrated on accuracy, completeness, and clarity of content.
The bid shall include, as a minimum:
1. Fee/Cost Proposal: Unit Costs to provide all services complete with start and
completion dates listed.
2. Qualifications/Experience: Provide a list of similar projects your company has
completed.
3. References (3 minimum)
4. Detailed Scope of Work
5. Proof of Contractor License
6. Proof of Insurance
14. Confidentiality of Documents
All responses to the RFP submitted by firms shall be deemed public documents at the time
opened by City of Hays. The RFP is not intended to elicit proprietary information from the
firm. If proprietary information is submitted as part of the proposal, 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 proposal 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.
2026-10 WTP Magnetic Flow Meter Installation
5
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