Monitor Refresh Project (IT)

Location:	Missouri
Posted:	Nov 25, 2025
Due:	Dec 10, 2025
Agency:	Kansas City Area Transportation Authority
Type of Government:	State & Local
Category:	70 - General Purpose Information Technology Equipment (including software).
Solicitation No:	Bid # F25-6003-24B
Publication URL:	To access bid details, please log in.

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REQUEST FOR QUOTATIONS (RFQ) #F25-6003-24B

November 25, 2025

The Kansas City Area Transportation Authority (KCATA) seeks responsive and responsible quotations The Kansas City Area

Transportation Authority (KCATA) intends to procure computer monitors for a complete monitor refresh for approximately

100 employees relocating to a newly renovated office location. Computer monitors will be standardized for office, cubicle,

and hot desk workspace implementations with dual monitors as specified in the scope. The dual monitors will consist of

one monitor with hub and web conferencing features and one standard monitor for each workspace. This project is

supported by the Federal Transit Administration. There is no Disadvantaged Business Enterprise (DBE) goal.

Release of this RFQ solicitation does not compel the KCATA to purchase.

1. Quotation Submittal.

A. Your written quotation must be received in KCATA’s Procurement Department offices no later than December

10, 2025, by 2:00 p.m. local Kansas City time and may be submitted as follows:

1. Electronically. Via email at jwebb@kcata.org (Jen Webb) and be sure to include the project number

(F25-6003-24B) and RFQ Title (Monitor Refresh Project - IT) in the Subject Line.

2. In Person or By Mail. Quotes delivered via US Postal Service or hand delivered to KCATA must be

submitted in a sealed envelope with the RFQ Number, RFQ Title and Buyer’s Name clearly marked on

the outside and addressed to KCATA, Procurement Department, 1350 East 17th Street, Kansas City, MO,

64108. If delivering in person, firms should consider the time needed to navigate KCATA’s security and

parking.

B. Quotations must be submitted to KCATA using the attached bid form. Modifications to the form or substitution

of the quotation document(s) may deem the bidder non-responsive. All requested documents, as specified,

are due at the time of price/quote submission. Failure to provide documents may deem the bidder non-

responsive and therefore the bid/quote not considered.

C. Submission of a quote shall constitute a firm offer to the KCATA for one hundred twenty (120) calendar days.

D. Quotations submitted after the date and time specified will not be considered for award.

E. KCATA reserves the right to accept or reject any or all quotations received, to modify this request, or cancel in

part or in its entirety the RFQ if in the best interest of the KCATA.

2. Quotation Response/Pricing Pages.

Quotation shall be firm and final.

Vendors shall be responsible for furnishing and delivering new and complete materials and/or services to

include the installation, assembly, accessories, personnel, training, warranty, and guarantee as specified to

make this procurement complete.

RFQ #: F25-6003-24B – Monitor Refresh Project (IT) Page 1 of 54

Vendors shall complete the Quotation Response Form (Attachment B). The price shall include, as applicable,

all items of labor, materials, tools, equipment, transportation, and other costs necessary to complete the

manufacture, delivery, assembly, installation, and drawings, if required, of the materials or services required

in this procurement.

The quantities specified for purchase by KCATA are based upon the best available estimates, taking into

consideration the consumption during the past periods, and do not determine the actual amount the

Authority may order during the contract period. The quantities are subject to change. Payment will be

based on actual order quantities based on the unit rates quoted.

It is the intention of the specifications to provide complete and accurate descriptions of materials and/or

services required by the KCATA. Any materials or services omitted from the specifications that are clearly

necessary for the completion of this bid, although not directly specified or called for in the specifications,

shall be considered a portion of the bid. Bidder shall indicate the additional material and services it has

determined to be required for this procurement.

Quotation shall indicate the unit price, extended to reflect the total bid. Any difference between the unit

price correctly extended and the total price shall be resolved in favor of the unit price, except where the

bidder clearly indicates that the total price is based on consideration of being awarded all items of the bid.

Quotation shall be net and shall reflect any available discount. Separate discount for timely payment shall

not be given consideration in evaluating bids, except in the case of bids that end in a tie.

Tax Exempt Status. The KCATA is exempt from payment of federal, state, and local sales taxes, and such

taxes shall not be included in the bid price. Nevertheless, the bidder is not exempt from these taxes when

purchasing materials directly from its supplier.

3. Vendor Questions/ Comments.

A. Any questions, comments or requests for clarification are due from firms by 2:00 P.M. on December 3, 2025

and must submitted in an email to Jen Webb at jwebb@kcata.org. Include the Project Number and Title in

the Subject Line. KCATA’s response to these submissions will be in the form of an Addendum, with response

anticipated by close of business December 5, 2025.

B. Restricted Communications. No person or entity submitting a quotation in response to this RFQ, nor any

officer, employee, agent, representative, relative or consultant representing such a person (or entity) may

contact through any means, or engage in any discussion concerning the award of this contract with any

member of KCATA’s Board of Commissioners or any employee of KCATA during the period beginning on the

date of RFQ issue and ending on the date of the selectin of the Contractor. Any such contact would be grounds

for disqualification of the respondent. Contact with KCATA Procurement department staff during such time

period must be limited to site visits, questions, and discussions.

4. KCATA’s Project Diversity Business Enterprise Requirements. It is KCATA’s policy that Disadvantaged (DBE), Small

(SBE), Minority (MBE), Woman (WBE), and Small Local (SLBE) Owned Business Enterprises have an equal opportunity

to participate in the competitive solicitation process and contract awards, and diverse firms are encouraged to submit

proposals as prime contractors, joint ventures, or subcontractors. KCATA’s diversity programs are subject to the

requirements of 49 CFR Part 26. Minority and diverse firms are encouraged to participate in this competitive

procurement.

This project is funded in part with Federal Transit Administration (FTA) grants. There is a 0% Disadvantaged Business

Enterprise (DBE) goal established for this project. DBE firms are encouraged to submit proposals as prime

contractors, joint ventures, or subcontractors.

RFQ #: F25-6003-24B – Monitor Refresh Project (IT) Page 2 of 54

5. Unbalanced Bid. The Authority may determine that a bid is non-responsive if the prices proposed are materially

unbalanced. A bid is materially unbalanced when it is based on prices significantly less than cost or prices

significantly overstated relative to cost.

6. Reservations. KCATA reserves the right to waive informalities or irregularities in quotes, to reject any or all quotes;

to cancel this RFQ in part or in its entirety if it is in the best interest of the Authority.

7. Tax Exempt Status. The Kansas City Area Transportation Authority is exempt from federal excise, federal

transportation and state sales tax and such taxes shall not be included in price quotations. All discounts should be

reflected in the quote. By submission of quote, the bidder certifies that none of the taxes as to which the Authority

is exempt are included in its bid price(s).

8. Request for Changes/Substitutions. Requests for changes/substitutions and/or approved equals shall be written

and documented. The substituted product or commodity shall meet the minimum salient and performance

characteristics as identified in the Specifications/Scope of the Work. At minimum those salient physical, functional,

or other characteristics of the referenced products that are essential to the minimum needs of KCATA shall be met

by proposed substituted product. When an approved equal is requested, the Bidder shall demonstrate the quality

of its product to the KCATA, and shall furnish sufficient technical data, test results, etc. to enable the KCATA to

determine whether the Bidder’s product is or is not equal to specifications. Any changes to the specifications will be

made by Addendum. KCATA will respond to the bidder with approval or denial of the proposed items as soon as

reasonably possible, but not later than 48 hours prior to RFQ deadline.

9. Warranty.

The Contractor agrees that equipment, materials, or services furnished under this Agreement, shall be covered

by the most favorable warranties the Contractor gives to any customer of such equipment, materials, or services

and that the rights and remedies provided herein are in addition to and do not limit any rights afforded to KCATA

by any other clause in this Contract.

The Contractor warrants to KCATA, that all products, equipment, and materials furnished under this Contract

will be of highest quality and new unless otherwise specified by KCATA, free from faults and defects in

workmanship or materials, merchantable, suitable for its intended purpose and in conformance with the

Contract. All work not so conforming to these standards shall be considered defective. If required by KCATA,

the Contractor shall furnish satisfactory evidence as to the kind and quality of products, equipment, and

materials. Further, at a minimum, all such products, equipment or materials must be merchantable, comply

with all applicable specifications and laws and be suitable for their intended purpose. The workmanship

must be the best obtainable in the various trades.

The work must be of safe, substantial, and durable construction in all respects. The Contractor hereby

guarantees the work against defective materials or faulty workmanship for a minimum period of one (1) year

after final payment by KCATA and shall replace or repair any defective products, equipment or materials or

faulty workmanship during the period of the guarantee at no cost to KCATA.

KCATA reserves the right to return any such rejected shipment at the contractor's expense for full credit or

replacement and to specify a reasonable date by which replacements must be received. KCATA’s right to

reject any unacceptable equipment, supplies, and/or services shall not exclude any other legal, equitable

or contractual remedies the KCATA may have.

Pass-Through of Warranties: The contractor shall identify in writing all third-party warranties that the

bidder receives in connection with any Product provided to KCATA. The contractor hereby passes through

the benefits of all such warranties, provided that nothing in this section shall reduce or limit the bidder’s

obligations under this contract.

Upon final acceptance by KCATA of all work to be performed by the Contractor, KCATA shall notify the

Contractor in writing. The date of final acceptance shall commence the warranty period.

RFQ #: F25-6003-24B – Monitor Refresh Project (IT) Page 3 of 54

10. Delivery.

Materials and/or equipment shall be delivered to Kansas City Area Transportation Authority, Central Receiving

Facility, Building #1, 1350 East 17th Street, Kansas City, Missouri, 64108. KCATA will assume custody of property at

other locations, if directed in writing by KCATA. Packing slips shall be furnished with the delivery of each shipment.

KCATA reserves the right to inspect all deliveries or services before acceptance. All external components shall be

wrapped for protection against damage during shipping and handling. Each specified unit shall be delivered to KCATA

in first-class condition and the Contractor shall assume all responsibility and liability for said delivery. KCATA reserves

the right to extend delivery or installation, postpone delivery or installation, or reschedule delivery or installation in

case the delivery or installation of service equipment under this Agreement shall be necessarily delayed because of

strike, injunction, civil disturbance, government controls, or by reason of any cause of circumstance beyond the

control of the Contractor, as detailed in writing by the Contractor. The time of completion of a delivery or installation

shall be extended by a number of days to be determined in each instance by KCATA.

11. Inspection and Acceptance.

Within ten (10) calendar days of receipt of each order, the contractor shall understand and agree that all

supplies/products and/or services which do not comply with the specifications and/or requirements, or which are

otherwise unacceptable, or defective may be rejected. KCATA shall have the right to return any such rejected

shipment at the contractor's expense for full credit or replacement and to specify a reasonable date (i.e., within five

calendar days) by which replacements must be received.

12. Licenses and Permits.

A. The bidder shall, without additional expense to KCATA, be responsible for obtaining any necessary licenses

and permits, and for complying with all federal, state, and municipal laws, codes, and regulations applicable

to the providing of products, equipment or materials, or the performance of the work in this procurement.

B. The Contractor shall comply with all applicable and current rules, regulations, and ordinances of any applicable

federal, state, county or municipal governmental body or authority, including those as set forth by the

Environmental Protection Agency (EPA), the Missouri Department of Natural Resources (MDNR), the Kansas

Department of Health and Environment (KDHE), the FTA, the Department of Transportation (DOT), and the

City of Kansas City, Missouri.

13. Vendor Qualifications. The successful contractor shall have at a minimum the following qualifications:

1. License to do business in the state of Kansas and in the state of Missouri.

2. Registered as a vendor with KCATA.

3. Fully Insured and capable of providing valid certificate of insurance for term of contract in accordance with

KCATA’s terms and conditions. See KCATA’s Sample Contract/Terms and Conditions

14. Award and Purchase Order or Contract.

A. The Contractor will be responsible for providing all services, equipment, facilities, and functions which are

necessary for the safe, reliable, efficient, and well-managed operation of the program, within the general

parameters described in this RFQ, and consistent with established industry practices, regardless of whether

those services, equipment, facilities, and functions are specifically mentioned in this RFQ or not. The bidder

should clearly identify any omissions to the requirements set forth in the RFQ.

B. Award, if any, will be made on the basis of the lowest responsive bidder complying with all the conditions of

the quotation, specifications, and instructions and is determined to be technically responsible to perform as

required. Conditional bids and any bid taking exception to these instructions or conditions, to the contract

conditions or specifications, or to other contract requirements may be considered non-responsive and may

RFQ #: F25-6003-24B – Monitor Refresh Project (IT) Page 4 of 54

be rejected.

C. Upon acceptance and award of a bid by KCATA, a contract (see Attachment C, “Terms and Conditions”) shall

be issued thereon. The purchase order or contract shall be considered as b in Kansas City, Missouri, and the

construction and enforcement of it shall be in accordance with the laws of the State of Missouri except those

pertaining to conflicts of law.

D. KCATA contemplates award of a firm fixed price contract. The term of this agreement shall be for a period of

one (1) year from date of contract award. Any such award will be made within 60 days after receipt of the

quote.

E. Factors such as discounts, transportation costs and life cycle costs will be considered in determining which bid

is lowest in price.

F. KCATA shall have the right to make awards by item, group of items, or on an all or none basis. KCATA may

make awards to multiple vendors. The grouping of items and/or multiple vendor awards shall be determined

by KCATA based upon factors such as item similarity, location, administrative efficiency, or other

considerations in the best interest of KCATA for purchases of the product items described in the Pricing Table

stated in Attachment B to a responsive and responsible bidder(s) whose bid response conforms to this RFQ

and is the lowest in price.

15. Protests.

A. The following protest procedures will be employed for this procurement. For the purposes of these

procedures, “days” shall mean business days of KCATA administrative personnel which are days other than a

Saturday, Sunday or legal holidays observed by KCATA for such administrative personnel. Protests may be

accepted electronically (email or facsimile) as long as the transmission is dated.

1. Pre-Submittal. A pre-submittal protest is received prior to the bid due date. Pre-submittal protests

must be received by the Authority, in writing and addressed to KCATA’s Director of Procurement, no

later than five (5) days before the bid closing date.

2. Post-Submittal/Pre-Award. A post-submittal/pre-award protest is a protest against making an award

and is received after receipt of bids but before award of a contract. Post-submittal protests must be

received by the Authority, in writing and addressed to KCATA’s Director of Procurement, no later than

five (5) days after the bid closing date.

3. Post-Award. Post-Award protests must be received by the Authority, in writing and addressed to

KCATA’s Director of Procurement, no later than five (5) days after the date of the Notice of Intent to

Award.

B. The Director of Procurement shall respond within five (5) days from the date of the written request. If the

protester is not satisfied with the response of Director of Procurement, the protester may appeal in writing to

KCATA’s Chief Financial Officer within five (5) days from the date of the Director of Procurement’s response.

C. The Chief Financial Officer will decide if the protest and the appeal (if any) have been given fair and reasonable

consideration, or if additional consideration is warranted. The Chief Financial Officer’s response will be

provided within ten (10) days after receipt of the request. The Chief Financial Officer’s decision is final and no

further action on the protest shall be taken by the KCATA.

D. By written notice to all parties, KCATA’s Director of Procurement may extend the time provided for each step

of the protest procedures, extend the date of notice of award, or postpone the award of a contract if deemed

appropriate for protest resolution.

16. Disclosure of Proprietary Information.

RFQ #: F25-6003-24B – Monitor Refresh Project (IT) Page 5 of 54

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.