Request for Bids - Sunrise Park Basketball Court
| Agency: | City of Hays |
|---|---|
| State: | Kansas |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Dec 17, 2025 |
| Due Date: | Jan 13, 2026 |
| Solicitation No: | COH 2026-02 |
| Original Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
| Bid Number: |
COH 2026-02
|
| Bid Title: |
Request for Bids - Sunrise Park Basketball Court
|
| Category: | Project Management |
| Status: | Open |
| Bid Recipient: | Office of Project Management |
|
Attachment Preview
City of Hays
Request for Bids
COH Project 2026-02
Sunrise Park Basketball Court
Date of Issue: December 17, 2025
Bid Due Date: January 13, 2026
Table of Contents
1. INTRODUCTION...........................................................................................................................3
2. RULES OF PREPARATION.........................................................................................................3
3. PROPOSER INQUIRIES...............................................................................................................3
4. SUBMISSION OF BIDS.................................................................................................................3
5. NOTIFICATION OF WITHDRAWL OF BID ............................................................................4
6. MINIMUM SPECIFICATIONS/SCOPE OF SERVICES ..........................................................4
7. CONTRACTUAL OBLIGATIONS ..............................................................................................4
8. RIGHT OF THE CITY OF HAYS TO REJECT BIDS .............................................................5
9. EVALUATIONS .............................................................................................................................5
10. NON-LIMITATIONS TO RFB ................................................................................................... 5
11. INTERPRETATIONS AND ADDENDA......................................................................................5
12. PROJECTED SCHEDULE OF EVENTS ....................................................................................5
13. BID RESPONSE FORMAT ...........................................................................................................5
14. CONFIDENTIALITY OF DOCUMENTS ...................................................................................5
15. LEGAL NOTICE ............................................................................................................................6
16. EXHIBIT A - THICKENED EDGE DETAIL..............................................................................7
17. EXHIBIT B - SITE MAP................................................................................................................7
18. EXHIBIT C - SCOPE OF SERVICES..........................................................................................8
19. EXHIBIT D - BID SHEET .............................................................................................................9
COH Project 2026-02
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1. Introduction
The City of Hays invites your firm to submit a written bid for the construction of the
Sunrise Park- Basketball Court.
The proposed Sunrise Park- Basketball Court will be a new 40’ x 60’ concrete slab 4” thick.
This court will have a 6” thickened edge with top of concrete raised 1.5” above existing
grade. See Exhibit A for thickened edge detail.
• Concrete mix shall be 6 sack 20 mixed with fiber mesh reinforcement
• Base to be 3” compacted crushed concrete
• Light broom finish
• Clearing, grubbing, and haul off included
• Include all materials, equipment, labor, and mobilization/travel needed for this
project to be a “turnkey” event.
The site map of the project is detailed in Exhibit B.
This written Request for Bids (RFB) states the scope of the City of Hays requirements and
specifies the general rules for preparing the bid.
The City of Hays shall reserve the right to enter into an agreement with the contractor
presenting the bid proposal that is most advantageous to the City of Hays.
This project shall be exempt from sales tax and a project exemption form will be provided
before any materials are purchased for this project.
2. Rules of Preparation
The submitted bids must follow the rules and format established in 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 a bid.
3. Proposer Inquiries
Please direct questions or comments concerning either the administrative or technical
requirements of this RFB to the Project Manager.
Tom Howie, Project Manager
1002 Vine Street
Hays, Kansas 67601
(785) 628-7350 office
thowie@haysusa.com
To ensure a timely response, questions should be e-mailed to the Project Manager at the
address above.
No inquiries will be accepted after 3 PM on January 5, 2026. If necessary, the City
will issue a revision to the RFB by noon on January 7, 2026.
4. Submission of Bids
Please prepare and submit two (2) copies of the Bid. Completed Bids should be sealed
and clearly marked “Sunrise Park- Basketball Court” and be submitted no later than
3:00 P.M. January 13, 2026, to the City Clerk, 1507 Main Street, Hays, KS 67601.
Bids received after the above date and time will be considered late and will not be accepted.
Any late Bids will be returned unopened to the contractor. Responses will be evaluated
objectively based on the contractor's responses to the RFP.
COH Project 2026-02
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The City of Hays will not pay costs incurred in the Bid preparation including the costs for
printing, mailing, etc. All costs for the preparation of the Bid shall be borne by the
proposing contractor.
5. Notification of Withdrawal of Bid
Bids 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 bid submission.
Submitted bids will become the property of the City of Hays after the bid submission
deadline.
No bidder may withdraw a bid for 60 days after the date and hour of the bid opening.
6. Minimum Specifications/Scope of Services
Bids shall address all services necessary to complete the project as detailed in Exhibit C.
This project is sales tax exempt. Other taxes that might lawfully be assessed against the
Owner in the execution and performance of the proposed contract and work covered
thereby are to be paid by the Contractor for the Work from moneys obtained in satisfaction
of his contract. It is to be understood by all bidders that the bid price or prices submitted
shall include the total cost of all such taxes. The bidder is referred to the Kansas Sales Tax
Office.
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:
Indemnification and Insurance - The successful contractor(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 contractor, or of anyone acting under contractor's
direction or control or on its behalf, in connection with or incident to, or arising out of the
performance of this contract. Successful contractor 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 in the aggregate
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 contractor 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 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
COH Project 2026-02
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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 bid that is in the best interest of the City.
9. Evaluations
The person or persons evaluating the bids will recommend the bid that best serves the City
of Hays’ needs at the lowest possible cost.
10. 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 services development, additional related capabilities, and any alternative
methods for providing related services. Any exceptions to the RFB terms and conditions
must be included in writing in the bid.
11. 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 contact
person listed in Section 3.
12. Projected Schedule of Events
Release of RFB Document
Last day to submit bids (3PM)
December 17, 2025
January 13, 2026
13. Bid Response Format
In order to facilitate the analysis of responses to this RFB, contractors are required to
prepare their Bid in accordance with the instructions outlined in section 4.
Bids shall be submitted on the Proposal Form in Exhibit D.
14. Confidentiality of Documents
All responses to the RFB submitted by firms 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 firm. 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.
15. Legal Notice
All City of Hays contracts are subject to the provisions of Section 2-576 through 2-580 of
the City of Hays, Kansas, Code of Ordinances. All parties doing business with the City of
Hays should familiarize themselves with the provisions of the City of Hays Code, prior to
proposing any contract to the City of Hays.
To the extent any contract entered into by or on behalf of the City of Hays, Kansas, omits
any of the contract provisions required by the City of Hays Code of Ordinances, the Code
will prevail and the required contract provisions will be read into the contract. To the extent
any contract entered into by or on behalf of the City of Hays, Kansas contains any of the
contract provisions barred by the City of Hays Code of Ordinances, the Code will prevail
and the offending provisions shall be null and void and shall be unenforceable as to the
City of Hays, Kansas.
COH Project 2026-02
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This page summarizes the opportunity, including an overview and a preview of the attached documents.
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