Project Information

Bid Title

Electronic Wait Line Management System

Issuing Agency

Sedgwick County

Location

Kansas

Published Date

Apr 1, 2026

Closing Date

Apr 28, 2026

Government Level

State & Local

Status

Closed

Ref. #

26-0011

Original Source

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Project Description

RFB/RFP	Due Date	Description	Document	Pre-bid Conference
26-0011	4/28/2026 1:45:00 PM	Electronic Wait Line Management System	RFP

Attachment Preview

REQUEST FOR PROPOSAL

RFP #26-0011

ELECTRONIC WAIT LINE MANAGEMENT SYSTEM

April 1, 2026

Sedgwick County, Kansas (hereinafter referred to as “county”) is seeking a firm or firms to provide an electronic wait line

management system. If your firm is interested in submitting a response, please do so in accordance with the instructions

contained within the attached Request for Proposal. Responses are due no later than 1:45 pm CDT, April 28, 2026.

All contact concerning this solicitation shall be made through the Purchasing Department. Proposers shall not

contact county employees, department heads, using agencies, evaluation committee members or elected officials with

questions or any other concerns about the solicitation. Questions, clarifications and concerns shall be submitted to the

Purchasing Department in writing. Failure to comply with these guidelines may disqualify the Proposer’s response.

Sincerely,

Tammy Culley

Purchasing Agent

TC/ch

RFP #26-0011

1

Table of Contents

I.

About this Document

II. Background

III. Project Objectives

IV. Submittals

V. Scope of Work

VI. Sedgwick County’s Responsibilities

VII. Proposal Terms

A. Questions and Contact Information

B. Minimum Firm Qualifications

C. Evaluation Criteria

D. Request for Proposal Timeline

E. Contract Period and Payment Terms

F. Insurance Requirements

G. Indemnification

H. Confidential Matters and Data Ownership

I. Proposal Conditions

VIII. Required Response Content

IX. Response Form

RFP #26-0011

2

I. About this Document

This document is a Request for Proposal. It differs from a Request for Bid or Quotation in that the county is seeking a solution,

as described on the cover page and in the following Background Information section, not a bid or quotation meeting firm

specifications for the lowest price. As such, the lowest price proposed will not guarantee an award recommendation. As

defined in Charter Resolution No. 68, Competitive Sealed Proposals will be evaluated based upon criteria formulated around

the most important features of the product(s) and/or service(s), of which quality, testing, references, service, availability or

capability, may be overriding factors, and price may not be determinative in the issuance of a contract or award. The proposal

evaluation criteria should be viewed as standards that measure how well a vendor’s approach meets the desired requirements

and needs of the county. Criteria that will be used and considered in evaluation for award are set forth in this document. The

county will thoroughly review all proposals received. The county will also utilize its best judgment when determining whether

to schedule a pre-proposal conference, before proposals are accepted, or meetings with vendors, after receipt of all proposals.

A Purchase Order/Contract will be awarded to a qualified vendor submitting the best proposal. Sedgwick County reserves the

right to select, and subsequently recommend for award, the proposed service(s) and/or product(s) which best meets its

required needs, quality levels and budget constraints.

The nature of this work is for a public entity and will require the expenditure of public funds and/or use of public

facilities, therefore the successful proposer will understand that portions (potentially all) of their proposal may become

public record at any time after receipt of proposals. Proposal responses, purchase orders and final contracts are subject to

public disclosure after award. All confidential or proprietary information should be clearly denoted in proposal responses

and responders should understand this information will be considered prior to release, however no guarantee is made that

information will be withheld from public view.

II. Background

Sedgwick County, located in south-central Kansas, is one of the most populous of Kansas’ 105 counties with a population

estimated at more than 514,000 persons. It is the 16th largest in area, with 1,008 square miles, and reportedly has the

second highest per capita wealth among Kansas’ counties. Organizationally, the county is a Commission/Manager entity,

employs nearly 2,500 persons, and hosts or provides a full range of municipal services, e.g. – public safety, public works,

criminal justice, recreation, entertainment, cultural, human/social, and education.

Sedgwick County, Kansas (hereinafter referred to as "Sedgwick County" or "Connty"), is seeking an electronic

wait line management solution. The contractor shall provide web-based customer check-in services for the

County of Sedgwick Tag Offices. The county is seeking a hosted environment with no additional server

hardware to be required by the county.

All hardware proposed in the RFP must be non-proprietary including kiosks with paper tickets available off the

shelf. The county reserves the right to purchase required hardware utilizing county contracted vendors.

Proposers should submit general system requirements for all hardware in the event the county exercises the

option to purchase outside this agreement.

III. Project Objectives

Sedgwick County, Kansas (hereinafter referred to as “county”) is seeking a firm or firms to provide electronic wait line

management system. The following objectives have been identified for this contract:

1. Acquire electronic wait line management system Services meeting the parameters, conditions and mandatory

requirements presented in the document.

2. Establish contract pricing with the vendor that has the best proven “track-record” in performance, service and

customer satisfaction.

3. Acquire electronic wait line management system services with the most advantageous overall cost to the county.

RFP #26-0011

3

IV. Submittals

Carefully review this Request for Proposal. It provides specific technical information necessary to aid participating firms in

formulating a thorough response. Should you elect to participate with an electronic response, the RFP number must be

entered in the subject line and email the entire document with supplementary materials to:

Purchasing@sedgwick.gov

Should you elect to participate with a physical response, the response must be sealed and marked on the lower left-hand

corner with the firm name and address, bid number, and bid due date. Submit one (1) original AND one (1) electronic

copy (.PDF/Word supplied on a flash drive) of the entire document with any supplementary materials to:

Tammy Culley

Sedgwick County Purchasing Department

100 N. Broadway, Suite 610

Wichita, KS 67202

SUBMITTALS are due NO LATER THAN 1:45 pm CDT, TUESDAY, April 28, 2026. If there is any difficulty

submitting a response electronically, please contact the Purchasing Technicians at purchasing@sedgwick.gov for

assistance. Late or incomplete responses will not be accepted and will not receive consideration for final award. If you

choose to send a hard copy of your proposal, Sedgwick County will not accept submissions that arrive late due to the fault

of the U.S. Postal Service, United Parcel Service, DHL, FedEx, or any other delivery/courier service.

Proposal responses will be acknowledged and read into record at Bid Opening, which will occur at 2:15 pm CDT on the

due date. No information other than the respondent’s name will be disclosed at Bid Opening. We will continue to have

Bid Openings for the items listed currently. If you would like to listen in as these proposals are read into the record, please

dial our Meet Me line @ (316) 660-7271 at 2:15 pm.

V. Scope of Work

Items listed in this section are requirements to completion of services under this contract. Contractor shall furnish labor,

parts, material, and equipment necessary to perform the following:

Requirement

1

2

3

Business/Functional

Requirement Description

On-Line Access - Ability for a

resident to go online from their

home computer to view the wait

times for each type of

transaction at Tag Office

locations.

On-Line Access - Ability for a

resident to go on-line from their

home computer and place

himself in the wait line for a

specific transaction at a specific

location and for a specific time.

On-Line Access - Ability for a

resident to indicate on-line from

their home computer any

special accommodations they

require, e.g. hearing impaired,

foreign language, wheel chair

accessible station only.

Included

Work Around

Not Available

Comments

RFP #26-0011

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4

On-Line Access - Once the

customer has been placed in

line from a computer, they

should have the ability to enter

their cell phone number, email

address, or other contact

information which would be

used to contact them indicating

when they should return to the

Tag Office.

5

The system shall offer a kiosk

entry system that is placed

strategically at the Tag Office

(to be highly visible) for

customers to use to begin their

transaction.

6

The kiosk should be ADA

compliant

7

The system shall allow the

customer to enter any special

accommodations they require at

the kiosk e.g. hearing impaired,

wheel chair accessible station

only

8

The system shall indicate the

wait times for each transaction

type.

9

The system shall allow the

customer or Tag Office

employee to choose (reserve)

the time of their appointment,

up to 30-days in advance.

10

The system shall allow

customers to enter their cell

phone number, email address or

other contact information (at

the kiosk) which will be used to

contact them and indicate when

they should return to the Tag

Office.

11

The system shall issue a ticket

(from the kiosk) to each

customer based on the

transaction type selected. The

ticket should include the date

and time.

12

The system shall direct

customers to the correct cashier

when they are called using

audio and/or visual indicators.

RFP #26-0011

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Commodity Codes

• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services

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