Electronic Wait Line Management System

REQUEST FOR PROPOSAL
RFP #26-0011
ELECTRONIC WAIT LINE MANAGEMENT SYSTEM
April 1, 2026
Sedgwick County, Kansas (hereinafter referred to as "county") is seeking a firm or firms to provide an electronic wait line
management system. If your firm is interested in submitting a response, please do so in accordance with the instructions
contained within the attached Request for Proposal. Responses are due no later than 1:45 pm CDT, April 28, 2026.
All contact concerning this solicitation shall be made through the Purchasing Department. Proposers shall not
contact county employees, department heads, using agencies, evaluation committee members or elected officials with
questions or any other concerns about the solicitation. Questions, clarifications and concerns shall be submitted to the
Purchasing Department in writing. Failure to comply with these guidelines may disqualify the Proposer's response.
Sincerely,
Tammy Culley
Purchasing Agent
TC/ch
RFP #26-0011 1

Table of Contents
I. About this Document
II. Background
III. Project Objectives
IV. Submittals
V. Scope of Work
VI. Sedgwick County's Responsibilities
VII. Proposal Terms
A. Questions and Contact Information
B. Minimum Firm Qualifications
C. Evaluation Criteria
D. Request for Proposal Timeline
E. Contract Period and Payment Terms
F. Insurance Requirements
G. Indemnification
H. Confidential Matters and Data Ownership
I. Proposal Conditions
VIII. Required Response Content
IX. Response Form
RFP #26-0011 2

I. About this Document
This document is a Request for Proposal. It differs from a Request for Bid or Quotation in that the county is seeking a solution,
as described on the cover page and in the following Background Information section, not a bid or quotation meeting firm
specifications for the lowest price. As such, the lowest price proposed will not guarantee an award recommendation. As
defined in Charter Resolution No. 68, Competitive Sealed Proposals will be evaluated based upon criteria formulated around
the most important features of the product(s) and/or service(s), of which quality, testing, references, service, availability or
capability, may be overriding factors, and price may not be determinative in the issuance of a contract or award. The proposal
evaluation criteria should be viewed as standards that measure how well a vendor's approach meets the desired requirements
and needs of the county. Criteria that will be used and considered in evaluation for award are set forth in this document. The
county will thoroughly review all proposals received. The county will also utilize its best judgment when determining whether
to schedule a pre-proposal conference, before proposals are accepted, or meetings with vendors, after receipt of all proposals.
A Purchase Order/Contract will be awarded to a qualified vendor submitting the best proposal. Sedgwick County reserves the
right to select, and subsequently recommend for award, the proposed service(s) and/or product(s) which best meets its
required needs, quality levels and budget constraints.
The nature of this work is for a public entity and will require the expenditure of public funds and/or use of public
facilities, therefore the successful proposer will understand that portions (potentially all) of their proposal may become
public record at any time after receipt of proposals. Proposal responses, purchase orders and final contracts are subject to
public disclosure after award. All confidential or proprietary information should be clearly denoted in proposal responses
and responders should understand this information will be considered prior to release, however no guarantee is made that
information will be withheld from public view.
II. Background
Sedgwick County, located in south-central Kansas, is one of the most populous of Kansas' 105 counties with a population
estimated at more than 514,000 persons. It is the 16th largest in area, with 1,008 square miles, and reportedly has the
second highest per capita wealth among Kansas' counties. Organizationally, the county is a Commission/Manager entity,
employs nearly 2,500 persons, and hosts or provides a full range of municipal services, e.g. - public safety, public works,
criminal justice, recreation, entertainment, cultural, human/social, and education.
Sedgwick County, Kansas (hereinafter referred to as "Sedgwick County" or "Connty"), is seeking an electronic
wait line management solution. The contractor shall provide web-based customer check-in services for the
County of Sedgwick Tag Offices. The county is seeking a hosted environment with no additional server
hardware to be required by the county.
All hardware proposed in the RFP must be non-proprietary including kiosks with paper tickets available off the
shelf. The county reserves the right to purchase required hardware utilizing county contracted vendors.
Proposers should submit general system requirements for all hardware in the event the county exercises the
option to purchase outside this agreement.
III. Project Objectives
Sedgwick County, Kansas (hereinafter referred to as "county") is seeking a firm or firms to provide electronic wait line
management system. The following objectives have been identified for this contract:
1. Acquire electronic wait line management system Services meeting the parameters, conditions and mandatory
requirements presented in the document.
2. Establish contract pricing with the vendor that has the best proven "track-record" in performance, service and
customer satisfaction.
3. Acquire electronic wait line management system services with the most advantageous overall cost to the county.
RFP #26-0011 3

IV. Submittals
Carefully review this Request for Proposal. It provides specific technical information necessary to aid participating firms in
formulating a thorough response. Should you elect to participate with an electronic response, the RFP number must be
entered in the subject line and email the entire document with supplementary materials to:
Purchasing@sedgwick.gov
Should you elect to participate with a physical response, the response must be sealed and marked on the lower left-hand
corner with the firm name and address, bid number, and bid due date. Submit one (1) original AND one (1) electronic
copy (.PDF/Word supplied on a flash drive) of the entire document with any supplementary materials to:
Tammy Culley
Sedgwick County Purchasing Department
100 N. Broadway, Suite 610
Wichita, KS 67202
SUBMITTALS are due NO LATER THAN 1:45 pm CDT, TUESDAY, April 28, 2026. If there is any difficulty
submitting a response electronically, please contact the Purchasing Technicians at purchasing@sedgwick.gov for
assistance. Late or incomplete responses will not be accepted and will not receive consideration for final award. If you
choose to send a hard copy of your proposal, Sedgwick County will not accept submissions that arrive late due to the fault
of the U.S. Postal Service, United Parcel Service, DHL, FedEx, or any other delivery/courier service.
Proposal responses will be acknowledged and read into record at Bid Opening, which will occur at 2:15 pm CDT on the
due date. No information other than the respondent's name will be disclosed at Bid Opening. We will continue to have
Bid Openings for the items listed currently. If you would like to listen in as these proposals are read into the record, please
dial our Meet Me line @ (316) 660-7271 at 2:15 pm.
V. Scope of Work
Items listed in this section are requirements to completion of services under this contract. Contractor shall furnish labor,
parts, material, and equipment necessary to perform the following:
Requirement Business/Functional Included Work Around Not Available Comments
Requirement Description
1 On-Line Access - Ability for a
resident to go online from their
home computer to view the wait
times for each type of
transaction at Tag Office
locations.
2 On-Line Access - Ability for a
resident to go on-line from their
home computer and place
himself in the wait line for a
specific transaction at a specific
location and for a specific time.
3 On-Line Access - Ability for a
resident to indicate on-line from
their home computer any
special accommodations they
require, e.g. hearing impaired,
foreign language, wheel chair
accessible station only.
RFP #26-0011 4

4 On-Line Access - Once the
customer has been placed in
line from a computer, they
should have the ability to enter
their cell phone number, email
address, or other contact
information which would be
used to contact them indicating
when they should return to the
Tag Office.
5 The system shall offer a kiosk
entry system that is placed
strategically at the Tag Office
(to be highly visible) for
customers to use to begin their
transaction.
6 The kiosk should be ADA
compliant
7 The system shall allow the
customer to enter any special
accommodations they require at
the kiosk e.g. hearing impaired,
wheel chair accessible station
only
8 The system shall indicate the
wait times for each transaction
type.
9 The system shall allow the
customer or Tag Office
employee to choose (reserve)
the time of their appointment,
up to 30-days in advance.
10 The system shall allow
customers to enter their cell
phone number, email address or
other contact information (at
the kiosk) which will be used to
contact them and indicate when
they should return to the Tag
Office.
11 The system shall issue a ticket
(from the kiosk) to each
customer based on the
transaction type selected. The
ticket should include the date
and time.
12 The system shall direct
customers to the correct cashier
when they are called using
audio and/or visual indicators.
RFP #26-0011 5

13 The system shall provide
visible/audible feedback to
customers regarding wait times,
next customer to be called,
which window/cashier to go to,
directional arrows, and audible
number calling indicating
number and station/cashier
number.
14 The system shall have the
ability to initially configure 2
transaction types, at a
minimum, with the ability to
add up to I additional type.
15 The system shall be
configurable to allow an
administrator to enter messages
that would be displayed based
on transaction type, to give
specific information to the
customer(s). e.g.
Customer chooses "Renewal"
a message would display listing
the required documentation the
customer will need to supply
for that transaction.
16 The system shall have the
ability to configure special
accommodation choices to
present to the customer to
include at a minimum; TIY
(hearing impaired), wheel chair
accessible.
17 The system shall have the
ability to tie the "wait line"
number to the customer once
they are at the station, this will
allow tracking wait times at the
customer level. (cashier should
not need to manually enter the
ticket number)
18 The system shall have the
ability to configure the time
frame to allow the customer to
respond to his cell phone alert
before he is placed back in line.
19 The system shall have the
ability to dynamically insert
customers that depart for
vehicle inspections or
additional requirements, into
the queue based on
management criteria.
RFP #26-0011 6

20 The system shall be capable of
dynamically re-assigning staff
to different transaction types
based on wait times as
customers enter the queue.
21 The system shall allow the
customer to indicate (via cell
phone, email address, or other
contact information) if they
want to be placed farther back
in line.
22 The system shall allow the
customer to indicate (via cell
phone, email address, or other
contact information) if they
want to be deleted from the
wait line.
23 The system shall allow the
customers to place themselves
in more than one transaction
line, e.g. renewals vs. title
work.
24 The system shall have a
"dashboard" for management to
track wait/processing times, as
well as allow managers to re-
assign transaction types to
individual cashiers/stations to
support balanced wait times.
25 The system shall have the
ability to allow the customer to
enter additional information
based on the transaction chosen.
26 The system shall archive wait
time statistics for trend analysis.
27 The system shall be capable of
tracking the following
statistics, at a minimum, by
transaction type or by total
number: Peak times Average
times Station average
28 The system shall be capable of
generating ad hoc reports based
on any of the wait line statistics
within the system.
29 The system shall export report
information into Microsoft
applications: (Word, Excel).
30 The system shall allow
management access to reporting
information via the internet.
31 The system shall track wait
times and processing times for
customers at multiple Tag
Office locations.
RFP #26-0011 7

32 The system shall provide
administrative functions that are
secured from unauthorized
access and have the ability to
assign and modify security
roles for the following groups:
* Department Administrators
* Management Group
* Internal Users (Tag Office
Cashiers)
* Public Users (On-line or at
the kiosk)
33 Shall be compatible with
current Windows desktop
operating system (Primarily
Windows 7/8.1) and previous
version.
34 Shall be compatible with
Microsoft supported versions of
Internet Explorer, IE 9 is the
oldest supported version at the
county
35 The system shall utilize
industry best practices for IT
Security and data protection
36 It is preferred any web based
application be written to not
need vulnerable add-ons such
as Java, Flash or Adobe Reader
if possible.
37 All communications shall be
over an encrypted connection.
38 Any vendor remote support
connections will adhere to
Sedgwick County standards for
remote access.
VI. Sedgwick County's Responsibilities
* Provide information, as legally allowed, in possession of the county, which relates to the county's requirements or
which is relevant to this project.
* Designate a person to act as the County Contract Manager with respect to the work to be performed under this
contract.
* County reserves the right to make inspections at various points of the project. Contractor agrees to openly
participate in said inspections and provide information to the county on the progress, expected completion date
and any unforeseen or unexpected complications in the project.
VII. Proposal Terms
A. Questions and Contact Information
Any questions regarding this document must be submitted via email to Tammy Culley at Tamara.Culley@Sedgwick.gov
by 5:00 pm CDT, April 10, 2026. Any questions of a substantive nature will be answered in written form as an addendum
and posted on the purchasing website at https://www.sedgwickcounty.org/finance/purchasing/current-bids-and-
proposals/ under the Documents column associated with this RFP number by 5:00 pm CDT, April 17, 2026. Firms are
responsible for checking the website and acknowledging any addenda on their proposal response form.
RFP #26-0011 8

B. Minimum Firm Qualifications
This section lists the criteria to be considered in evaluating the ability of firms interested in providing the service(s) and/or
product(s) specified in this Request for Proposal. Firms must meet or exceed these qualifications to be considered for
award. Any exceptions to the requirements listed should be clearly detailed in proposer's response. Proposers shall:
1. Have a minimum of five (5) years' experience in providing services similar to those specified in this RFP.
2. Have an understanding of industry standards and best practices.
3. Have experience in managing projects of comparable size and complexity to that being proposed.
4. Have knowledge of and comply with all currently applicable, and as they become enacted during the contract term,
federal, state and local laws, statutes, ordinances, rules and regulations. All laws of the State of Kansas, whether
substantive or procedural, shall apply to the contract, and all statutory, charter, and ordinance provisions that are
applicable to public contracts in the county shall be followed with respect to the contract.
5. Municipal and county government experience is desired, however, the county will make the final determination
based on responses received and the evaluation process.
6. Have the capacity to acquire all bonds, escrows or insurances as outlined in the terms of this RFP.
7. Provide project supervision (as required) and quality control procedures.
8. Have appropriate material, equipment and labor to perform specified services.
9. Park only in designated areas and display parking permit (if provided).
10. Wear company uniform or ID badge for identification purposes.
C. Evaluation Criteria
The selection process will be based on the responses to this RFP. County staff will judge each response as determined by
the scoring criteria below. Purchasing staff are not a part of the evaluation committee.
Component Points
A. Ability to meet all requirements outlined in the RFP 30
B. Clarity, completeness, and comprehensiveness of the proposal 25
C. Proposing products and services that best address the County's objectives 25
D. Propose the solution at the most advantageous cost to the County 20
Total Points 100
Assume the following cost proposals (examples only)
A. $50,000.00
B. $38,000.00
C. $49,000.00
Company B with a total price of $38,000.00 is the low offer. Take the low offer and divide each of the other offers into
the low offer to calculate a percentage. This percentage is then multiplied by the number of points available for the cost.
In this case, 10 points are allocated to cost.
A. $38,000.00 divided by $50,000.00 =.76 .76*10 7.6 points
B. $38,000.00 divided by $38,000.00 =1.00 1.00*10 10 points
C. $38,000.00 divided by $49,000.00= .77 .77*10 7.7 points
Any final negotiations for services, terms and conditions will be based, in part, on the firm's method of providing the
service and the fee schedule achieved through discussions and agreement with the county's review committee. The county
is under no obligation to accept the lowest priced proposal and reserves the right to further negotiate services and costs
that are proposed. The county also reserves the sole right to recommend for award the proposal and plan that it deems to
be in its best interest.
The county reserves the right to reject all proposals. All proposals, including supporting documentation shall become the
property of Sedgwick County. All costs incurred in the preparation of this proposal shall be the responsibility of the firm
making the proposals. Sedgwick County reserves the right to select, and subsequently recommend for award, the proposed
service which best meets its required needs, quality levels and budget constraints.
RFP #26-0011 9

D. Request for Proposal Timeline
The following dates are provided for information purposes and are subject to change without notice. Contact the
Purchasing Department at (316) 660-7255 to confirm any and all dates.
Distribution of Request for Proposal to interested parties April 1, 2026
Questions and clarifications submitted via email by 5:00 pm CDT April 10, 2026
Addendum Issued by 5:00 pm CDT April 17, 2026
Proposal due before 1:45 pm /CDT April 28, 2026
Evaluation Period April 29, 2026 - May 29, 2026
Board of Bids and Contracts Recommendation June 4, 2026
Board of County Commission Award June 10, 2026
E. Contract Period and Payment Terms
A contractual period will begin following Board of County Commissioners (BoCC) approval of the successful firm(s) and
continue for a period of two (2) years with three (3) one (1) year options to renew.
County may cancel its obligations herein upon thirty-day (30) prior written notice to the other party. It is understood that
funding may cease or be reduced at any time, and in the event that adequate funds are not available to meet the obligations
hereunder, either party reserves the right to terminate this agreement upon thirty (30) days prior written notice to the other.
Payment will be remitted following receipt of monthly detailed invoice.
Payment and Invoice Provisions
https://www.sedgwickcounty.org/media/55477/payment-and-invoice-provisions.pdf
F. Insurance Requirements
Liability insurance coverage indicated below must be considered as primary and not as excess insurance. If required,
contractor's professional liability/errors and omissions insurance shall (i) have a policy retroactive date prior to the date
any professional services are provided for this project, and (ii) be maintained for a minimum of three (3) years past
completion of the project. Contractor shall furnish a certificate evidencing such coverage, with county listed as an
additional insured including both ongoing and completed operations, except for professional liability, workers'
compensation and employer's liability. Certificate shall be provided prior to award of contract. Certificate shall
remain in force during the duration of the project/services and will not be canceled, reduced, modified, limited, or
restricted until thirty (30) days after county receives written notice of such change. All insurance must be with an
insurance company with a minimum BEST rating of A-VIII and licensed to do business in the State of Kansas (must be
acknowledged on the bid/proposal response form).
NOTE: If any insurance is subject to a deductible or self-insured retention, written disclosure must be included in your
proposal response and also be noted on the certificate of insurance.
It is the responsibility of contractor to require that any and all approved subcontractors meet the minimum insurance
requirements.
Workers' Compensation:
Applicable coverage per State Statutes
Employer's Liability Insurance: $500,000.00
Commercial General Liability Insurance (on form CG 00 01 04 13 or its equivalent):
Each Occurrence $1,000,000.00
General Aggregate, per project $2,000,000.00
Personal Injury $1,000,000.00
Products and Completed Operations Aggregate $2,000,000.00
Automobile Liability:
Combined single limit $500,000.00
RFP #26-0011 10