Project Information

Bid Title

Request for Bids - Sunrise Park Basketball Court

Issuing Agency

City of Hays

Location

Kansas

Published Date

Dec 17, 2025

Closing Date

Jan 13, 2026

Government Level

State & Local

Status

Closed

Ref. #

COH 2026-02

Original Source

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Project Description

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

Description: The City of Hays, Kansas is inviting sealed bids for the construction of the Sunrise Park Basketball Court. Bids will be opened at 3:00 p.m. on January 13, 2026, in the City Commission Chambers. Publication Date/Time: 12/17/2025 12:00 AM Publication Information: Sealed Closing Date/Time: 1/13/2026 3:00 PM Submittal Information: Sealed bid to City Clerk's Office, 1507 Main St., Hays, KS 67601 Bid Opening Information: 3:00 p.m., January 13, 2026 Contact Person: Tom Howie, Project Manager 1002 Vine St Hays, KS 67601 thowie@haysusa.com (785) 628-7350 Download Available: RFB is attached Related Documents: COH 2026-02 Sunrise Park Basketball Court

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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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Commodity Codes

• NAICS 561492Court Reporting and Stenotype Services

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