Vehicle Maintenance Service Bay Installation

REQUEST FOR PROPOSALS (RFP)

Vehicle Maintenance Service Bay Installation

City of Independence, Kansas

ADVERTISEMENT FOR PROPOSALS

The City of Independence, Kansas, is soliciting sealed proposals from qualified contractors for the design and installation of a Vehicle Maintenance Service Bay at a City maintenance facility.

Proposals must be submitted to the Office of the City Clerk, 120 N. 6th Street, Independence, Kansas 67301, on or before 2:00 p.m., April 2, 2026. Proposals shall be enclosed in a sealed envelope clearly marked on the outside “Vehicle Maintenance Service Bay Proposal.” E-mail or fax proposals will not be accepted.

Proposals will be reviewed for completeness and evaluated in accordance with the criteria set forth herein. The City reserves the right to reject any or all proposals and to waive informalities or irregularities as deemed in the best interest of the City.

SECTION 1 – INTRODUCTION AND PROJECT SUMMARY

The City of Independence operates a fleet of municipal vehicles requiring routine inspection and maintenance. The City is seeking proposals from qualified contractors to design and install a chair-depth vehicle service bay, approximately 17 feet in length, complete with an integrated drain system, safety features, and removable pit covers.

The project includes all labor, materials, equipment, excavation, structural work, drainage components, integration with existing systems, and final commissioning necessary to deliver a fully functional and code-compliant service bay.

SECTION 2 – SCOPE OF WORK

2.1 General Description

The Contractor shall design and construct a sealed, reinforced concrete service pit integrated into the existing maintenance floor system.

Required Dimensions (Approximate)

• Length: 17 to 21 feet

• Width: Approximately 40 inches

• Depth: Approximately 4 feet (chair-depth configuration)

2.2 Construction Requirements

Service Pit Structure

• Reinforced concrete pit, sealed and waterproofed

• Interior liner constructed of aluminum tread-bright material

• Pit designed to support vehicle loads consistent with light- and medium-duty municipal fleet vehicles

• Integration with existing floor slab to ensure structural continuity

Chair Track System

• Install a dedicated technician chair track system along the length of the pit

• Include one (1) compatible technician service chair

Filter Storage System

• Built-in sliding filter rack system integrated within the pit wall

Drain Pan & Fluid Collection

• Integrated large drain pan, minimum 10-gallon capacity

• Pan shall be positioned at the top of the pit opening

• Drainage shall occur by:

o Gravity feed to an existing or new waste-oil storage tank below grade; or

o Quick-disconnect hose system suitable for transfer to a waste oil barrel

• Drainage system shall prevent pooling or overflow

Removable Pit Covers

• Heavy-duty aluminum covers

• Approximate size: 3 feet in length by full pit width

• Designed to safely seal the pit when not in use

• Covers shall support anticipated floor loads when installed

Safety Features

• Non-slip walking surfaces

• Handrails or grab bars as required

• Adequate pit lighting rated for maintenance environments

• All installations shall comply with OSHA requirements and applicable building codes

2.3 Drainage & Waterproofing

• Provide full waterproofing of pit structure

• Seal all joints to prevent fluid migration into subgrade

• Ensure compliance with environmental regulations governing fluid containment

2.4 Integration with Existing Systems

The Contractor shall:

• Evaluate existing electrical and plumbing systems

• Provide connections or modifications as required

• Coordinate any necessary shutdowns with City staff

2.5 Final Inspection & Compliance

The completed installation shall meet all applicable:

• Local building codes

• State regulations

• OSHA safety standards

• Environmental regulations for fluid handling and containment

The Contractor shall provide all required inspections and certifications prior to final acceptance.

SECTION 3 – EXISTING CONDITIONS

The Contractor, in undertaking the work under this contract, is assumed to have visited the premises and taken into consideration all conditions which might affect the work. No consideration will be given to claims based on lack of knowledge of existing conditions.

A site walkthrough may be scheduled by contacting:

John Felton
Phone: 620.332.9866
Email: JohnF@independenceks.gov

Only representations and clarifications provided in writing by the City shall be considered binding.

SECTION 4 – PROPOSAL CONTENT

Proposals shall address the following items in numerical order:

1. Project Approach
Detailed design narrative, construction methodology, materials, and specifications.

2. Qualifications and Experience
Firm history, relevant experience with similar service pits or municipal maintenance facilities, identification of project manager, and references.

3. Insurance Documentation
Proof of general liability, workers compensation, and automobile liability coverage.

4. Licensing
Contractor must be licensed or obtain licensing with the City of Independence.

5. Construction Timeline
Proposed schedule from award through completion.

6. Cost Proposal
Lump sum proposal submitted on attached bid sheet.

SECTION 5 – EVALUATION CRITERIA

Proposals will be evaluated based primarily on the following criteria:

1. Project Cost

2. Scope of Work and Technical Approach

3. Qualifications and Experience of Firm

4. Personnel and Available Resources

The City reserves the right to conduct interviews or request additional information.

SECTION 6 – BONDING REQUIREMENTS

For projects with a total contract value in excess of $75,000, the following bonds shall be required:

• Bid Bond: Five percent (5%) of the total proposal amount

• Performance Bond: One hundred percent (100%) of the contract amount

• Statutory Payment Bond: One hundred percent (100%) of the contract amount in accordance with K.S.A. 60-1412 through 60-1414

Bond forms are included in Appendix A – Bond Forms of this RFP and shall be used for applicable projects.

SECTION 7 – INSURANCE REQUIREMENTS

The Contractor shall maintain:

• Workers’ Compensation Insurance (as required by Kansas law)

• Commercial General Liability: $1,000,000 per occurrence / $2,000,000 aggregate

• Automobile Liability: $1,000,000 combined single limit

The City shall be named as additional insured. Certificates must provide 30 days written notice of cancellation.

SECTION 8 – TERMS AND CONDITIONS

• The City reserves the right to reject any or all proposals.

• Late proposals will not be considered.

• All costs incurred in preparation of the proposal are the responsibility of the proposer.

CONTACT INFORMATION

Questions regarding this RFP shall be directed to:

John Garris, City of Independence
Email: engineer@independenceks.gov

APPENDIX A – BOND FORMS

(Required for projects with a total contract value exceeding $75,000)

A-1. BID BOND

KNOW ALL PERSONS BY THESE PRESENTS, that we, ________________________________ as Principal, and ________________________________ as Surety, are held and firmly bound unto the City of Independence, Kansas, as Obligee, in the penal sum of ________________________________ Dollars ($_____________), being five percent (5%) of the total bid amount, for the payment of which we jointly and severally bind ourselves, our heirs, executors, administrators, successors, and assigns.

WHEREAS, the Principal has submitted a proposal to the City of Independence for the Vehicle Maintenance Service Bay Installation;

NOW, THEREFORE, the condition of this obligation is such that if the Principal’s proposal is accepted and the Principal enters into a written contract and furnishes the required Performance Bond and Statutory Payment Bond within the time prescribed by the City, then this obligation shall be void; otherwise it shall remain in full force and effect.

The Surety hereby waives notice of any extension of time within which the City may accept the proposal.

Signed and sealed this ______ day of __________________, 2026.

Principal

By: ______________________________________

Surety

By: ______________________________________

A-2. PERFORMANCE BOND

KNOW ALL PERSONS BY THESE PRESENTS, that we, ________________________________ as Principal, and ________________________________ as Surety, are held and firmly bound unto the City of Independence, Kansas, in the penal sum of ________________________________ Dollars ($_____________), equal to one hundred percent (100%) of the contract amount.

WHEREAS, the Principal has entered into a contract with the City of Independence for the Vehicle Maintenance Service Bay Installation;

NOW, THEREFORE, if the Principal shall faithfully perform all terms, covenants, and conditions of the contract and shall correct any defective work within the one-year warranty period, then this obligation shall be void; otherwise it shall remain in full force and effect.

The Surety agrees that no changes, extensions of time, or alterations to the contract shall release the Surety from its obligations under this bond.

Executed this ______ day of __________________, 2026.

Principal

By: ______________________________________

Surety

By: ______________________________________

A-3. STATUTORY PAYMENT BOND (KANSAS)

KNOW ALL PERSONS BY THESE PRESENTS, that we, ________________________________ as Principal, and ________________________________ as Surety, are held and firmly bound unto the State of Kansas, for the use and benefit of all persons entitled thereto, in the penal sum of ________________________________ Dollars ($_____________), equal to one hundred percent (100%) of the contract amount.

WHEREAS, the Principal has entered into a written contract with the City of Independence, Kansas, for the Vehicle Maintenance Service Bay Installation;

NOW, THEREFORE, if the Principal shall promptly pay all lawful claims of subcontractors, laborers, and suppliers furnishing labor or materials in the prosecution of the work, then this obligation shall be void; otherwise it shall remain in full force and effect.

This bond is provided in compliance with K.S.A. 60-1412 through 60-1414.

Executed this ______ day of __________________, 2026.

Principal

By: ______________________________________

Surety

By: ______________________________________