Project Information

Bid Title

2026 Sanitary Sewer Cleaning & Inspection

Issuing Agency

City of Hays

Location

Kansas

Published Date

Jan 27, 2026

Closing Date

Feb 24, 2026

Government Level

State & Local

Status

Closed

Ref. #

2026-06

Original Source

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Project Description

Bid Number:	2026-06
Bid Title:	2026 Sanitary Sewer Cleaning & Inspection
Category:	Water Resources
Status:	Open
Bid Recipient:	Water Resources Department

Description: The City of Hays Department of Water Resources is accepting proposals for the Cleaning and Inspection of its Sanitary Sewer System. The proposal should clearly demonstrate how the firm can best satisfy the requirements of the City of Hays. Sanitary Sewer Cleaning and Inspection can also include patching, root removal, and protruding tap removal. See attached map for proposed sewer line cleaning area. Publication Date/Time: 1/27/2026 12:00 AM Publication Information: Sealed Closing Date/Time: 2/24/2026 3:00 PM Submittal Information: Sealed bid to City Clerk, 1507 Main St., Hays, KS 67601 Bid Opening Information: 3:00 p.m., February 24, 2026 Pre-bid Meeting: None Contact Person: Jeff Crispin, Director City of Hays Water Resources Department 1000 Vine Street Hays, Kansas 67601 (785) 628-7380 jcrispin@haysusa.com Download Available: Yes Fee: None Business Hours: 8:00 a.m. to 4:00 p.m. Related Documents: 2026 Sanitary Sewer Cleaning and Inspection RFP 2026 Sewer Line Cleaning Map

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City of Hays

Request for Proposals

COH Project 2026-06

2026 Sanitary Sewer Cleaning and Inspection

Date of Issue:

January 27, 2026

Proposal Due Date:

February 24, 2026

Tentative City Commission Approval: March 26, 2026

Table of Contents

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

2. RULES OF PREPARATION .......................................................................................................................3

3. INQUIRIES ....................................................................................................................................................3

4. SUBMISSION OF PROPOSALS ................................................................................................................ 3

5. NOTIFICATION OF WITHDRAWAL OF PROPOSAL ........................................................................ 4

6. MINIMUM SPECIFICATIONS/SCOPE OF SERVICES ........................................................................4

7. CONTRACTUAL OBLIGATIONS ............................................................................................................ 4

8. RIGHT OF THE CITY OF HAYS TO REJECT PROPOSALS ..............................................................4

9. EVALUATIONS ............................................................................................................................................4

10. NON-LIMITATIONS TO RFP ................................................................................................................…5

11. INTERPRETATIONS AND ADDENDA ....................................................................................................5

12. PROJECTED SCHEDULE OF EVENTS .................................................................................................. 5

13. PROPOSAL RESPONSE FORMAT .......................................................................................................... 5

14. CONFIDENTIALITY OF DOCUMENTS ................................................................................................. 6

15. LEGAL NOTICE .......................................................................................................................................... 6

EXHIBIT A (SANITARY SEWER CLEANING AND INSPECTION PROJECT SCOPE) ....................... 7

EXHIBIT B (SANITARY SEWER CLEANING AND INSPECTION PROPOSAL) ........................... 13-14

EXHIBIT C (SEWER LINE PROJECT MAP) ...............................................................................................15

EXHIBIT D (SEWER LINE PROJECT DETAILS) .................................................................................16-26

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January 27, 2026

1. Introduction

The City of Hays Department of Water Resources is accepting proposals for the 2026

Sanitary Sewer Cleaning and Inspection of its Sanitary Sewer System. This written

Request for Proposal (RFP) states the scope of the City of Hays requirements 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 shall reserve the right to enter into an agreement

with the firm presenting the proposal that is most advantageous to the City of Hays.

The City of Hays has budgeted $150,000 in 2026 for Sanitary Sewer Cleaning and

Inspection. Sanitary Sewer Cleaning and Inspection can also include patching, root

removal, and protruding tap removal.

2. Rules of Preparation

The submitted proposals must follow the rules and the format established within 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. Inquiries

The Department of Water Resources, City of Hays has prepared this RFP and has

designated the Director, Jeff Crispin, as project manager. Please direct questions or

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

Jeff Crispin, Director

City of Hays Water Resources Department

1000 Vine Street

Hays, Kansas 67601

(785) 628-7380 office

(785) 628-7382 fax

jcrispin@haysusa.com

To ensure a timely response, questions requiring a response should be e-mailed to the

Project Manager at the specified address above.

4. Submission of Proposals

Please prepare and submit (Mail) two (2) copies of the proposal. Completed proposals

should be sealed and clearly marked "RFP for 2026-06 - Sanitary Sewer Cleaning and

Inspection" and be submitted no later than 3:00 P.M. February 24, 2026, to the City

Clerk, 1507 Main Street, PO Box 490, Hays, KS 67601. Bids will be opened at 3:00

pm in the Commission Chambers or HR Conference Room at 1507 Main Street. Bid

tabulations will be sent within 24 hours to all bidders. 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.

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

costs for printing, mailing, etc. All costs for the preparation of the proposal shall be borne

by the proposing firm.

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January 27, 2026

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 should address all services necessary to complete the project. Services required

include, but may not be limited to, the Items of Work detailed in Exhibit A.

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:

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

part of the Contract for Delivery.

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 taken together

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 firm 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 Proposals

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

proposals, to waive minor defects or technicalities, or to solicit new proposals on the

same project or on a modified project that may include portions of the originally

proposed project as the City 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 proposal that is in the

best interest of the City.

9. Evaluations

Sanitary Sewer Cleaning and Inspection:

Evaluation of the proposals will be based on the proposal that will best serve the City of

Hays. The following items will be used in Hays’ evaluation of alternatives:

2026 Sanitary Sewer Cleaning and Inspection

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January 27, 2026

1. Efficiency of Cleaning.

2. Efficiency of Infrastructure Repairs.

3. Customer Service.

4. Overall Cost of Project.

5. References and Reviews.

10. Non-limitations to RFP

The format of the RFP 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 RFP terms and

conditions must be included in writing in the proposal.

11. Interpretations and addenda

No interpretation made to any respondent as to the meaning of the RFP 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 RFP Document

1/27/2026

Last day to submit proposals

2/24/2026

Staff recommendation to City Commission (Work Session) 3/19/2026

Tentative Notice to Proceed (Commission Meeting)

3/26/2026

13. Proposal Response Format

In order to facilitate the analysis of responses to this RFP, firms are required to prepare

their proposal in accordance with the instructions outlined in section 4.

Proposals should be prepared as simply as possible and provide a straightforward,

concise description of the firm's capabilities to satisfy the requirements of the RFP.

Expensive bindings, promotional material, etc., are not necessary or desired.

Emphasis should be concentrated on accuracy, completeness, and clarity of content.

The bid shall include, as a minimum:

1. Fee/Cost Proposal: Unit Costs to provide all services complete with start and

completion dates listed.

2. Qualifications/Experience: Provide a list of similar projects your company has

completed.

3. References (3 minimum)

4. Detailed Scope of Work

5. Proof of Contractor License

6. Proof of Insurance

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Commodity Codes

• NAICS 237110Water and Sewer Line and Related Structures Construction

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