Bickle Schmidt Sports Complex Poured-In-Place Surfacing

City of Hays
Request for Bid
Bickle Schmidt Sports Complex
Poured-In-Place Surfacing
Date of Issue: October 15, 2026
Bid Due Date: November 3, 2026 @ 3:00 P.M.

Introduction
The City of Hays is requesting bids for the removal and installation of Poured-
In-Place Surfacing at the Bickle Schmidt Sports Complex. Bids will be
accepted until 3:00 P.M. local time, Tuesday November 3rd, 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) Summary Bid Form which is included in the bid
packet. Completed bids should be sealed and clearly marked "Poured-In-
Place Surfacing" 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.
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.
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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 at least 45 days from the
opening date. 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 products or services to the City of Hays in
accordance with the terms of this RFB. The bidder will provide products or
services only upon the issuance and acceptance by bidder of a purchase order.
The bidder shall accept all valid purchase orders. Payment for products will
occur after they have been received by the City of Hays and upon receipt of
invoice from the bidder. The City of Hays is tax exempt. A State of Kansas
Project Exemption Form will be provided by the City prior to the contractor
ordering any supplies. It is the contractors responsibility to make sure they have
this form prior to ordering any materials.
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 Director of Parks. A site visit IS NOT REQUIRED,
BUT IS HIGHLY RECOMMENDED for this project prior to RFB submission. To
schedule a site visit, contact Jeff Boyle, Project Manager, at 785-628-7375 or
jboyle@haysusa.com.
Include all equipment, materials and installation needed for this project to be a
success and to be considered a "turnkey" event.
Minimum specifications include:
LIST MINIMUM SPECIFICATIONS
A detailed list of what items will be provided by the bidder and what items are
required by the City of Hays to make this project successful should be included in
the bid.
A detailed list of warranty terms for all items should also be included in the bid.
Any necessary permits will be provided by the City of Hays at no charge to the
contractor.
Bids shall include all mobilization.
The company shall be fully qualified to provide removal and installation of the
Poured-In-Place surfacing.
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All products provided under the terms of this contract shall be new and free from
defects in material and workmanship.
The surfacing being bid will replace existing surfacing with an area approximately
55' X 55'. Please see Attachment "A". Bid shall include the removal of the existing
Poured-In-Place surfacing and installation of new surfacing. The surfacing being
bid should allow for an 8ft fall height. Some re-leveling of base material may be
needed prior to installation. Existing playground equipment and shade structure
must not be damaged during removal or installation of surfacing.
Staff would prefer a black and green color for new fall zone color to match the
existing playground color but are open to review of other colors.
Concrete throughout the facility is approximately four(4) inches thick. Special care
must be taken by contractors to not cause any unnecessary damage to concrete,
as well as turf, and other amenities on the grounds.
A new shade structure will be placed prior to the Poured-In-Place surfacing. The
shade structure is expected to be installed between December 1, 2026 and March
31, 2027. This means that the Poured-In-Place surface will need to be installed
sometime between April 1, 2027 to June 1, 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
anything that the City will need to provide in order to make this project a success.
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.
Costs - All costs are to be stated in exact amounts. Contractor must provide a
summary of the bid with individual line-item costs in order for the city to consider
partial payments for work completed. No additional charges above the bid amount
will be allowed unless so specified in the bid or unless a problem arises that was
unknown at the time of bid preparation such as a base material problem, for
example.
Selection - The final award is subject to the City of Hays purchasing policy.
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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 bids will be evaluated in a manner that will best serve the City of Hays at the
lowest possible cost.
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 Project Manager.
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
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:
Summary - A brief and non-technical narrative describing the bid.
Company Background - Information regarding the vendor's stability, length of time
in business, past history, future plans, company size, organization.
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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 with the bid. Bidders
must also complete the final page (Summary Bid Form) 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.
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
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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 or purchased.
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Project Name
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: $ ________________
Representative Signature: Date: