Project Information

Bid Title

2026 Chemical Bids-Water Plant & WRRF

Issuing Agency

City of Hays

Location

Kansas

Published Date

Nov 21, 2025

Closing Date

Dec 16, 2025

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	2026 Chemical Bids-Water Plant & WRRF
Category:	Water Resources
Status:	Open
Bid Recipient:	Water Resources Department

Description: The City of Hays, Kansas, is inviting sealed bids for Water Softening Plant Chemicals and Water Reclamation & Reuse Facility Chemicals for the 2026 calendar year. Sealed bids will be received at the City Clerk’s Office, City Hall, 1507 Main Street, Hays, Kansas 67601, until 3:00 p.m. on December 16, 2025. Faxed bids will not be accepted. Bids received later than specified hour and date shall be returned unopened. Bids will be opened at 3:00 p.m., December 16, 2025, in the City Commission room. Bids will be reviewed, and a recommendation made to the City Manager. If you have questions regarding the Water Reclamation & Reuse Facility Chemicals, please contact Clayton Unruh at the Water Reclamation & Reuse Facility at (785) 628-7360. If you have questions regarding the Water Softening Plant Chemicals, please contact Jason Riegel at the Water Resources Department at (785) 628-7380. Publication Date/Time: 11/21/2025 12:00 AM Publication Information: Sealed Closing Date/Time: 12/16/2025 3:00 PM Submittal Information: Sealed bid to City Clerk, 1507 Main St., Hays, KS 67601 Bid Opening Information: 3:00 p.m., December 16, 2025 Pre-bid Meeting: None Contact Person: Clayton Unruh, WRRF Supt. 785-628-7360 Jason Riegel, Water Production & Distribution Supt. 785-628-7380 Download Available: Yes Fee: None Business Hours: 8:00 a.m. to 4:00 p.m. Related Documents: WRRF Chemical Bid 2026 Water Plant Chemical Bid 2026

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CITY OF HAYS, KANSAS

BID PROPOSAL REQUEST

FOR

Water Reclamation and Reuse Facility Chemicals

TABLE OF CONTENTS

INVITATION TO BID

BID INSTRUCTIONS

GENERAL INFORMATION/TAXES/LEGAL NOTICES

ITEM SPECIFICATIONS

BID SHEET/REFERRALS

PAGE 1

PAGE 1-2

PAGE 2-3

PAGE 4

PAGE 5-6

INVITATION TO BID

The City of Hays, Kansas, is inviting sealed bids for Water Reclamation & Reuse Facility

Chemicals for the 2026 calendar year.

Sealed bids will be received at the City Clerk’s Office, City Hall, 1507 Main Street, Hays, Kansas

67601, until 3:00 p.m. on December 16, 2025. Faxed bids will not be accepted. Bids

received later than specified hour and date shall be returned unopened. Bids must be marked

on the outside envelope, “SEALED BID FOR WATER RECLAMATION & REUSE FACILITY

CHEMICALS – DO NOT OPEN UNTIL DECEMBER 16, 2025”.

Bids will be opened at 3:00 p.m., December 16, 2025, in the City Commission room. Bids will be

reviewed, and a recommendation made to the City Manager.

The City reserves the right to reject or accept any or all bids/proposals and to waive any

irregularities in such bid/proposals and to accept such bids/proposals that are the most

responsive and best suit the needs of the City of Hays. The City of Hays requires the bidder

to include in their bid submittal, the Safety Data Sheets of the products they are bidding

along with the signed Bid Proposal Sheet. Failure to complete and return a signed Bid

Proposal Sheet and submit Safety Data Sheets will cause the bid to be rejected. A bid

may be withdrawn up to twenty-four (24) hours prior to expiration of the deadline for submitted

bids.

If you have questions, please contact Clayton Unruh at the Water Reclamation & Reuse Facility

at (785) 628-7360.

BID INSTRUCTIONS

It shall be the intent of the bid package to describe the minimum requirements for providing

Water Reclamation & Reuse Facility Chemicals.

All bids shall be valid for the 2026 calendar year. If vendor cannot guarantee the bid price for

the calendar year, vendor must state how long the chemical bid price is guaranteed for.

(Ex: 3 months, 6 months, etc.)

This Invitation for Bid does not commit the City of Hays to award a contract or to pay any cost

incurred in the preparation of a bid.

The bid shall be awarded to the lowest responsible and responsive bidder whose bid meets the

requirements and criteria. The criteria for award is based on but not limited to:

a) Total Cost

b) Compliance with Specifications

c) The Bid Considered in the Best Interest of the City of Hays

Bidders may withdraw their bid 24 hours prior to, but not after, the time set for the opening.

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GUARANTEE: The vendor shall supply a guarantee that all materials will be supplied for the

entire year, as well as price, unless stated otherwise.

All applicable laws, ordinances, and rules and regulations of any authorities shall be binding

upon the Bidder throughout the term of this contract. The bidder shall be responsible for

compliance with any such law, ordinance, rule or regulation, and shall hold the City of Hays

harmless and indemnify in the event of non-compliance.

Each Bidder shall be responsible for reading and being thoroughly familiar with the Invitation for

Bid package. The failure or omission of any Bidder to do any of the foregoing shall in no way

relieve any Bidder from this obligation in respect to his bid.

Failure to submit all required information may constitute a non-responsive bid.

Any changes in specification after the contract has been awarded must be with the written

consent of the City Manager; otherwise, the responsibility for such changes shall be with the

bidder.

Any questions regarding this invitation to bid, contact Clayton Unruh, Water Reclamation &

Reuse Superintendent, at the Water Reclamation & Reuse Facility, Monday through Friday

between the hours of 8:00 a.m. and 4:00 p.m. The telephone number is (785) 628-7360.

GENERAL

These are desired specifications for the Water Reclamation & Reuse Facility Chemicals.

Proposals shall meet, as nearly as possible, the following specifications and requirements.

If exception is taken, bidder must explain. (Use separate page if necessary.)

TAXES

The City of Hays is tax exempt. Appropriate certification will be supplied to the vendor upon

request.

LEGAL NOTICES

The City of Hays reserves the right to reject any and all proposals and waive any or all

technicalities, as determined by the City Manager of the City of Hays.

The City of Hays, Kansas, will not award contracts to nor accept proposals from individuals or

entities that attempt to include any of the following in any proposed contract:

1. Reduce or diminish the common law or statutory standard of care, make any attempt to

limit liability, or reduce responsibility of the contractor for mistake, error, or negligence of

any type.

2. Attempt to limit liability for breach of contract or negligent performance to the amount of

the payment to the contractor by the City.

3. Attempt to claim ownership of intellectual property created during the performance of the

contract with the City.

4. Include binding arbitration agreements.

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5. Provide for damages for breach by the owner contrary to common law or statute,

including, especially, any attempt to provide for attorney fees as part of recoverable

damage.

6. Attempt to select any forum for resolution of disputes other than Ellis County, Kansas.

7. Attempt in any way to reallocate risk contrary to common law or statute, unless

specifically requested as an alternate proposal or bid by the City of Hays, Kansas.

All persons awarded and/or entering into purchase orders with the City of Hays shall be subject

to and required to comply with all applicable City, State, and Federal provisions.

The City of Hays has an affirmative action program. Any firm will be required to include the

following statement in any contract with the City of Hays:

"Contractor shall not discriminate in the employment of persons engaged in the

performance of this Agreement on account of race, color, national origin, ancestry,

religion, sec, marital status, physical handicap, or medical condition, in violation of any

federal or state law. Contractor shall comply with all requirements of the City of Hays

pertaining to affirmative action with regard to employment while this Agreement is in

effect."

The contract shall be subject to the provisions of Ordinance 3823, which contains specific

inclusions and prohibitions of certain contractual provisions and to the extent that anything

herein contradicts said Ordinance, the requirements and provisions of the Ordinance shall

govern.

City of Hays Ordinances can be obtained through the City of Hays website, www.haysusa.com.

This contract is subject to the provisions of Part II, Chapter 2, Article XI 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 Chapter 2, Article XI, Sections 2-576 through 2-580, 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 Section 2 -576 of this article, the article 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 Section 2-577 of this article, the article will prevail and the offending provisions shall be null

and void and shall be unenforceable as to the City of Hays, Kansas. Section 2-580.

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SPECIFICATIONS AND REQUIREMENTS

FOR

Water Reclamation & Reuse Facility Chemicals

PURPOSE: Purchase and deliver the following chemicals for the 2026 calendar year:

 Aluminum Sulfate 48-50%

 ND4688LA Polymer

 Sodium Hypochlorite 12.5%

Upon delivery, the chemicals and containers will be inspected and if chemicals or containers fail

to meet specifications or safety regulations, they shall not be accepted and shall become the

vendor's responsibility.

SPECIFICATIONS ON CHEMICALS ARE AS FOLLOWS:

1. The Hays Water Reclamation & Reuse Facility will purchase approximately 115 totes

(31,625 gallons or 356,500 lbs.) of Aluminum Sulfate 48-50% solution in 3,100 lb. or

275-gallon totes. Totes can be reusable or caged. Totes must have a maximum height

of 56” and a maximum tare weight of 300 lbs.

2. The Hays Water Reclamation & Reuse Facility will purchase approximately 40 totes

(11,000 gallons or 92,000 lbs.) of ND4688 Polymer in 2,300-pound totes. Totes shall be

caged style.

3. The Hays Water Reclamation & Reuse Facility will purchase approximately 6 drums

(330 gallons) of Sodium Hypochlorite 12.5% solution in 55-gallon drums.

4. If chemical is not available from vendor, vendor will write in “Not Applicable” on

the bid sheet.

5. Chemical orders may vary from month to month.

6. The Hays Water Reclamation & Reuse Facility may purchase more or less chemical

than described in this bid, but the bid price will remain the same for the calendar year. If

vendor cannot guarantee the bid price for the calendar year, vendor must state

how long the chemical bid price is guaranteed for. (Ex: 3 months, 6 months, etc.)

7. Vendor will ensure chemicals will be available for the calendar year.

8. All chemicals and containers will conform to all safety regulations.

9. All trucks must be equipped with lift gates for tote and drum deliveries.

10. If freight prices are not set for the year, vendor must state so in the comment

section.

11. The Hays Water Reclamation and Reuse Facility requests deliveries as needed.

Deliveries are to be made 8:00 am to 3:00 pm, Monday through Friday unless the City’s

needs designate otherwise. The vendor will be charged $50.00 per hour per employee

required to stay past 4:00 p.m. to unload the truck.

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Commodity Codes

• NAICS 221310Water Supply and Irrigation Systems
• NAICS 237110Water and Sewer Line and Related Structures Construction
• NAICS 238220Plumbing, Heating, and Air-Conditioning Contractors
• NAICS 325998All Other Miscellaneous Chemical Product and Preparation Manufacturing

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