Project Information

Bid Title

Request for Proposals - Design Engineering Services for Reconstruction

Issuing Agency

City of Hays

Location

Kansas

Published Date

Feb 24, 2026

Closing Date

Mar 31, 2026

Government Level

State & Local

Status

Closed

Ref. #

COH 2026-08 & 2026-09

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Project Description

Bid Number:	COH 2026-08 & 2026-09
Bid Title:	Request for Proposals - Design Engineering Services for Reconstruction
Category:	Project Management
Status:	Open
Bid Recipient:	Office of Project Management

Description: The City of Hays invites your firm to submit a written proposal to provide Engineering Services related to the reconstruction of two projects (3 street segments). Project one is 22nd Street from Vine Street to Canterbury Drive. Project two includes Oak Street from 27th Street to 29th Street and General Hays Road from Centennial Blvd. to 27th Street in Hays, Kansas. One digital file in pdf format shall be e-mailed to the Project Manager, no later than 5:00 P.M. on March 31, 2026. Publication Date/Time: 2/24/2026 12:00 AM Publication Information: Sealed Closing Date/Time: 3/31/2026 5:00 PM Submittal Information: Digital file e-mailed to Project Manager Pre-bid Meeting: March 10, 2026 at 1:30 p.m. Contact Person: Tom Howie, Project Manager 1002 Vine Street Hays, KS 67601 (785) 628-7350 thowie@haysusa.com Download Available: RFP is attached Related Documents: COH 2026-08 and 2026-09 RFP

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City of Hays

Request for Proposals

COH Projects 2026-08 & 2026-09

Design Engineering Services for Reconstruction of:

22nd St from Vine St to Canterbury Dr (2026-08)

AND

Oak St from 27th St to 29th St. AND General Hays Rd from

Centennial Blvd to 27th St (2026-09)

Date of Issue: February 24, 2026

Pre-Proposal Conference Date: March 10, 2026

Proposal Due Date: 5:00 p.m. March 31, 2026

Table of Contents

1. INTRODUCTION...........................................................................................................................3

2. RULES OF PREPARATION.........................................................................................................4

3. PROPOSER INQUIRIES...............................................................................................................4

4. SUBMISSION OF PROPOSALS ..................................................................................................4

5. NOTIFICATION OF WITHDRAWL OF PROPOSAL .............................................................5

6. MINIMUM SPECIFICATIONS/SCOPE OF SERVICES ..........................................................5

7. CONTRACTUAL OBLIGATIONS ..............................................................................................5

8. RIGHT OF THE CITY OF HAYS TO REJECT PROPOSALS...............................................6

9. EVALUATIONS .............................................................................................................................6

10. NON-LIMITATIONS TO RFP.................................................................................................... 6

11. PRE-PROPOSAL CONFERENCE...............................................................................................6

12. INTERPRETATIONS AND ADDENDA......................................................................................6

13. PROJECTED SCHEDULE OF EVENTS ....................................................................................6

14. PROPOSAL RESPONSE FORMAT ............................................................................................6

15. CONFIDENTIALITY OF DOCUMENTS ...................................................................................7

16. LEGAL NOTICE ............................................................................................................................7

17. EXHIBIT A - LOCATION MAPS...............................................................................................10

18. EXHIBIT B - SCOPE OF SERVICES ........................................................................................13

19. EXHIBIT C -PROPOSAL SHEET..............................................................................................17

COH Project 2026-08 & 2026-09

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1. Introduction

The City of Hays invites your firm to submit a written proposal to provide Engineering

Services related to the reconstruction of two projects (3 street segments): Project one is

22nd Street from Vine Street to Canterbury Drive. Project two includes Oak Street from

27th Street to 29th Street and General Hays Road from Centennial Blvd. to 27th St. in Hays,

KS.

Project 1 -

22nd Street from Vine Street to Canterbury Drive is a 35’ wide 2-lane major collector

street that carries approximately 6,000 vehicles per day. This street segment is

approximately 60 years old and is a main thoroughfare for residents living in the area and

to nearby businesses and Hays Medical Center. The centerline length of the street to be

reconstructed is approximately 5,100 LF. Current pavement is a combination of full

depth asphalt from Vine Street to Donald Drive (approx. 3,100 LF) and full-depth

concrete from Donald Drive to Canterbury Drive (approx. 2,000 LF).

The existing concrete pavement is proposed to be removed and replaced with 8” non-

reinforced dowel jointed (NRDJ) Portland Cement Concrete Pavement (PCCP) on a 6”

crushed stone base and geosynthetic reinforcement. The portion of street with asphalt

pavement shall be core tested to include the base to determine suitability for a mill and

overlay. If found unsuitable for a mill and overlay due to poor base concerns, the

alternate would be 8” non-reinforced dowel jointed (NRDJ) Portland Cement Concrete

Pavement (PCCP) on a 6” crushed stone base and geosynthetic reinforcement. For this

design it is assumed that curb and gutter, sidewalk, and entrance pavement will only be

replaced as needed unless otherwise recommended upon field survey. In the cost

estimate, it is assumed that 10% of these items will be replaced. ADA-compliant

sidewalk ramps will need to be constructed at all street intersections. New pavement

markings would be included in the project.

Project 2 –

Project 2 includes two street segments for design and reconstruction. The first is Oak

Street from 27th Street to 29th Street which is a 40’ wide (BOC to BOC) 2-lane collector

street and is approximately 65 years old. It is heavily utilized for local residents and as

primary access to adjacent schools. The centerline length of the street to be reconstructed

is approximately 1,150 LF. Current pavement is comprised mostly of full-depth

concrete, much of which has been overlayed with asphalt to the flow-line of the curb and

gutter.

The existing concrete pavement is proposed to be removed and replaced with 8” non-

reinforced dowel jointed (NRDJ) Portland Cement Concrete Pavement (PCCP) on a 6”

crushed stone base and geosynthetic reinforcement. For this design it is assumed that the

majority of the curb and gutter will be replaced due to the asphalt overlay. Sidewalk and

entrance pavement will only be replaced as needed unless otherwise recommended upon

field survey. In the cost estimate, it is assumed that an estimated 10% of these items will

be replaced. ADA-compliant sidewalk ramps will need to be constructed at all street

intersections if not yet existing. New pavement markings would be included in the

project.

The second segment in Project 2 is General Hays Road from Centennial Blvd. to 27th

Street which is 35’ wide from toe-to-toe and is a two-lane collector approximately 60

years old. It is utilized primarily for local commercial traffic and has businesses adjacent

to both sides. The centerline length of the street to be reconstructed is approximately

1,200 LF. Current pavement is comprised mostly of full-depth asphalt.

COH Project 2026-08 & 2026-09

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The existing asphalt pavement is proposed to be removed and replaced with 8” non-

reinforced dowel jointed (NRDJ) Portland Cement Concrete Pavement (PCCP) on a 6”

crushed stone base and geosynthetic reinforcement. For this design it is assumed that

curb and gutter, sidewalk, and entrance pavement will only be replaced as needed unless

otherwise recommended upon field survey. In the cost estimate, it is assumed that an

estimated 10% of these items will be replaced. ADA-compliant sidewalk ramps will need

to be constructed at all street intersections if not yet existing. New pavement markings

would be included in the project.

The engineering scope of these projects is further detailed in Exhibit B.

Currently, 100% of funding is expected to be local. The City does not anticipate using any

state/federal funding for this project.

This written Request for Proposal (RFP) states the scope of work and specifies the general

rules for preparing the proposal.

The proposal should clearly demonstrate how the firm can best satisfy the requirements of

the City of Hays. The City of Hays reserves the right to enter an agreement with the firm

presenting the proposal most advantageous to the City of Hays.

2. Rules of Preparation

The submitted proposals must follow the rules and format established in this RFP.

Adherence to these rules will ensure a fair and objective analysis of all proposals. Failure

to comply with any portion of this request may result in rejection of a proposal.

3. Proposer Inquiries

The Office of Project Management of the City of Hays has prepared this RFP and has

designated Tom Howie as Project Manager. Please direct questions or comments

concerning either the administrative or technical requirements of this RFP to:

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

specified email address above.

No inquiries will be accepted after noon on March 24, 2026. If necessary, the City

will issue any final revisions to the RFP by noon on March 25, 2026.

4. Submission of Proposals

One digital file in pdf format shall be e-mailed to the Project Manager, identified in Section

3, no later than 5:00 P.M. March 31, 2026. It is the proposer’s responsibility to make

sure the proposal is received by the Project Manager. Project Manager will acknowledge

all proposals received.

Proposals received after the above date and time will be considered late and will not be

accepted. Any late proposals will be returned unopened to the firm. Responses will be

evaluated objectively based on the firm's responses to the RFP.

COH Project 2026-08 & 2026-09

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The City of Hays will not pay costs incurred in the proposal preparation including the costs

for printing, demonstration, negotiation process, etc. All costs for the preparation of the

proposal shall be borne by the proposing firm.

5. Notification of Withdrawal of Proposal

Proposals 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 proposal submission.

Submitted proposals will become the property of the City of Hays after the proposal

submission deadline.

6. Minimum Specifications/Scope of Services

Proposals shall address all engineering services necessary to complete the project as

detailed in Exhibit B – Scope of Services.

Each proposal shall include a draft Agreement for Engineering Services. The agreement

shall include but not be limited to: definition of project scope, scope of services to be

provided by the consultant, scope of services to be provided by the City, time schedule,

and compensation. For the purpose of evaluating proposals, the Consultant shall complete

and sign the proposal sheet in Exhibit C.

7. Contractual Obligations

The successful firm will be required to enter an Agreement for Professional Services with

the City of Hays in which the firm will undertake certain obligations. These obligations

include, but are not limited to, the following:

Inclusion of Proposal - The proposal submitted in response to this RFP will be incorporated

as part of the Agreement for Professional Services.

Indemnification and Insurance - The successful firm(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 firm, or of anyone acting under firm's direction or

control or on its behalf, in connection with or incident to, or arising out of the performance

of this contract. Successful firm 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

d. Professional Liability Insurance, with a limit of $2,000,000 annual aggregate

The successful firm shall require all of its subcontractors to maintain the same level

of insurance listed above.

Costs - All costs are to be stated in exact amounts. All costs must be detailed specifically

in the cost summary section of the proposal; no additional charges (e.g. for sales tax,

container packing, installation, training, out-of-pocket expenses, etc.) will be allowed

unless so specified in the proposal.

COH Project 2026-08 & 2026-09

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Commodity Codes

• NAICS 541330Engineering Services

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