Project Information

Bid Title

Deployment/Implementation Assistance for Regional Transit Fare Collection System

Issuing Agency

Kansas City Area Transportation Authority

Location

Missouri

Published Date

Feb 24, 2026

Closing Date

Mar 9, 2026

Government Level

State & Local

Status

Closed

Ref. #

Bid # F26-7005-19C

Original Source

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Project Description

Deployment/Implementation Assistance for Regional Transit Fare Collection System

Bid # F26-7005-19C

Opening Date: Feb 24, 2026

Closing Date: Mar 09, 2026 2:00 pm

Opportunity Type: Written Quote

The Kansas City Area Transportation Authority (KCATA) is seeking professional program management and implementation support services to assist with deployment of the region’s new fare collection system. The project includes a phased system rollout beginning June 1, 2026, in preparation for the 2026 FIFA World Cup and represents a significant operational transition as the agency moves from a fare-free model to a multichannel payment environment.

The fare technology system, delivered by Genfare, will include validator hardware and back-office software supporting open-loop bankcard payments, mobile ticketing, closed-loop smart cards, limited-use media, retail cash-loading partnerships, and related operational services.

Due to the accelerated schedule and the complexity of integrating technical systems, fare policy, regional coordination, and internal process changes, KCATA requires dedicated implementation oversight. The selected consultant will function as an extension of agency staff, ensuring vendor accountability, supporting organizational readiness, and facilitating a coordinated and orderly system launch.

The overarching goal of this engagement is to support a seamless implementation that minimizes service disruption, ensures system integrity, prepares staff, and delivers a positive rider experience at go-live

Bid Details : Deployment/Implementation Assistance for Regional Transit Fare Collection System (pdf)

Contact Name: Kristen Emmendorfer, Procurement Director
Phone: 816-346-0360
Email: Kristene@kcata.org

Attachment Preview

REQUEST FOR QUOTATIONS (RFQ) #F26-7005-19C

DEPLOYMENT/IMPLEMENTATION ASSISTANCE FOR REGIONAL TRANSIT FARE COLLECTION SYSTEM

February 24, 2026

The Kansas City Area Transportation Authority (KCATA) is seeking professional program management and

implementation support services to assist with deployment of the region’s new fare collection system. The

project includes a phased system rollout beginning June 1, 2026, in preparation for the 2026 FIFA World Cup

and represents a significant operational transition as the agency moves from a fare-free model to a multi-

channel payment environment.

The fare technology system, delivered by Genfare, will include validator hardware and back-office software

supporting open-loop bankcard payments, mobile ticketing, closed-loop smart cards, limited-use media, retail

cash-loading partnerships, and related operational services.

Due to the accelerated schedule and the complexity of integrating technical systems, fare policy, regional

coordination, and internal process changes, KCATA requires dedicated implementation oversight. The

selected consultant will function as an extension of agency staff, ensuring vendor accountability, supporting

organizational readiness, and facilitating a coordinated and orderly system launch.

The overarching goal of this engagement is to support a seamless implementation that minimizes service

disruption, ensures system integrity, prepares staff, and delivers a positive rider experience at go-live.

Release of this RFQ solicitation does not compel the KCATA to purchase.

1. Quotation Submittal.

A. Your written quotation must be received in KCATA’s Procurement Department by 2 p.m. local Kansas City

time on March 9, 2026.

1. Electronically. Via email at kristene@kcata.org (Kristen Emmendorfer). Include the project number

RFQ Title in the Subject Line.

2. In Person or By Mail. Quotes delivered via US Postal Service or hand delivered to KCATA must be

submitted in a sealed envelope with the RFQ Number, RFQ Title and Buyer’s Name clearly marked on

the outside and addressed to KCATA, Procurement Department, 1350 East 17th Street, Kansas City, MO,

64108. If delivering in person, firms should consider the time needed to navigate KCATA’s security and

parking.

B. Quotations must be submitted to KCATA using the attached bid form. Modifications to the form or

substitution of the quotation document(s) may deem the bidder non-responsive. All requested documents,

as specified, are due at the time of price/quote submission. Failure to provide documents may deem the

bidder non-responsive and therefore the bid/quote not considered.

C. Submission of a quote shall constitute a firm offer to the KCATA for ninety (90) days.

RFQ #F26-7005-19C

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D. If the proposing firm is not currently a registered vendor with KCATA, reach out to Lee Barnes,

lbarnes@kcata.org with the name of the procurement project, its assigned number and communicate that

you are interested in bidding KCATA projects and would like a vendor number generated.

E. Quotations submitted after the date and time specified will not be considered for award.

F. KCATA reserves the right to accept or reject any or all quotations received, to modify this request, or cancel in

part or in its entirety the RFQ if in the best interest of the KCATA.

2. Quotation Response/Pricing Pages.

a.

Quotation shall be firm and final.

b.

Vendors shall be responsible for furnishing and delivering new and complete materials and/or services to

include the installation, assembly, accessories, personnel, training, warranty, and guarantee as specified to

make this procurement complete.

c.

Proposer must complete the Quotation Response Form (Attachment B). The price shall include, as

applicable, all items of labor, materials, tools, equipment, transportation, and other costs necessary to

complete the manufacture, delivery, assembly, installation, and drawings, if required, of the materials or

services required in this procurement. Travel to KCATA’s complex or site of work designated by the project

manager is limited to two (2) visits only. Travel arrangements, accommodations, etc. must be pre-approved

by KCATA’s project manager or Chief of Mobility prior to booking/confirmation by the awarded consultant.

It is the intention of the specifications to provide complete and accurate descriptions of materials and/or

services required by the KCATA. Any materials or services omitted from the specifications that are clearly

necessary for the completion of this bid, although not directly specified or called for in the specifications,

shall be considered a portion of the bid. Bidder shall indicate the additional material and services it has

determined to be required for this procurement.

d.

Quotation shall indicate the unit price, extended to reflect the total bid. Any difference between the unit

price correctly extended and the total price shall be resolved in favor of the unit price, except where the

bidder clearly indicates that the total price is based on consideration of being awarded all items of the bid.

e.

Quotation shall be net and shall reflect any available discount. Separate discount for timely payment shall

not be given consideration in evaluating bids, except in the case of bids that end in tie.

f.

Tax Exempt Status. The KCATA is exempt from payment of federal, state, and local sales taxes, and such

taxes shall not be included in the bid price. Nevertheless, the bidder is not exempt from these taxes when

purchasing materials directly from its supplier.

3. Vendor Questions/ Comments.

A. Any questions, comments or requests for clarification are due from firms by 2:00 p.m. local Kansas City time

on March 3, 2026, and must submitted in an email to Kristen Emmendorfer at kristene@kcata.org with a

copy to Denise Adams, dadams@kcata.org. Include the Project Number and Title in the Subject Line.

KCATA’s response to these submissions will be in the form of an Addendum, with response anticipated by

close of business March 5, 2026.

B. Restricted Communications. No person or entity submitting a quotation in response to this RFQ, nor any

officer, employee, agent, representative, relative or consultant representing such a person (or entity) may

contact through any means, or engage in any discussion concerning the award of this contract with any

member of KCATA’s Board of Commissioners or any employee of KCATA during the period beginning on the

date of RFQ issue and ending on the date of the selectin of the Contractor. Any such contact would be grounds

RFQ #F26-7005-19C

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for disqualification of the respondent. Contact with KCATA Procurement department staff during such time

period must be limited to site visits, questions, and discussions.

4. KCATA’s Project Diversity Business Enterprise Requirements. It is KCATA’s policy that Disadvantaged (DBE),

Small (SBE), Minority (MBE), Woman (WBE), and Small Local (SLBE) Owned Business Enterprises have an equal

opportunity to participate in the competitive solicitation process and contract awards, and diverse firms are

encouraged to submit proposals as prime contractors, joint ventures, or subcontractors. KCATA’s diversity

programs are subject to the requirements of 49 CFR Part 26.

5. Unbalanced Bid. The Authority may determine that a bid is non-responsive if the prices proposed are materially

unbalanced. A bid is materially unbalanced when it is based on prices significantly less than cost or prices

significantly overstated relative to cost.

6. Reservations. KCATA reserves the right to waive informalities or irregularities in quotes, to reject any or all quotes;

to cancel this RFQ in part or in its entirety if it is in the best interest of the Authority.

7. Tax Exempt Status. The Kansas City Area Transportation Authority is exempt from federal excise, federal

transportation and state sales tax and such taxes shall not be included in price quotations. All discounts should be

reflected in the quote. By submission of quote, the bidder certifies that none of the taxes as to which the Authority

is exempt are included in its bid price(s).

8. Request for Changes/Substitutions. Requests for changes/substitutions and/or approved equals shall be written

and documented. The substituted product or commodity shall meet the minimum salient and performance

characteristics as identified in the Specifications/Scope of the Work. At minimum those salient physical, functional,

or other characteristics of the referenced products that are essential to the minimum needs of KCATA shall be met

by proposed substituted product. When an approved equal is requested, the Bidder shall demonstrate the quality

of its product to the KCATA, and shall furnish sufficient technical data, test results, etc. to enable the KCATA to

determine whether the Bidder’s product is or is not equal to specifications. Any changes to the specifications will be

made by Addendum. KCATA will respond to the bidder with approval or denial of the proposed items as soon as

reasonably possible, but not later than 48 hours prior to RFQ deadline.

9. Licenses and Permits.

A. The bidder shall, without additional expense to KCATA, be responsible for obtaining any necessary licenses

and permits, and for complying with all federal, state, and municipal laws, codes, and regulations applicable

to the providing of products, equipment or materials, or the performance of the work in this procurement.

B. The Contractor shall comply with all applicable and current rules, regulations, and ordinances of any applicable

federal, state, county or municipal governmental body or authority, including those as set forth by the

Environmental Protection Agency (EPA), the Missouri Department of Natural Resources (MDNR), the Kansas

Department of Health and Environment (KDHE), the FTA, the Department of Transportation (DOT), and the

City of Kansas City, Missouri.

10. Vendor Qualifications. The successful contractor shall have at a minimum the following qualifications:

1. License to do business in the state of Kansas and in the state of Missouri.

2. Registered as a vendor with KCATA.

3. Fully Insured and capable of providing valid certificate of insurance for term of contract in accordance with

KCATA’s terms and conditions. See KCATA’s Sample Contract/Terms and Conditions

11. Award and Purchase Order or Contract.

A. The Contractor will be responsible for providing all services, equipment, facilities, and functions which are

necessary for the safe, reliable, efficient, and well-managed operation of the program, within the general

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parameters described in this RFQ, and consistent with established industry practices, regardless of whether

those services, equipment, facilities, and functions are specifically mentioned in this RFQ or not. The bidder

should clearly identify any omissions to the requirements set forth in the RFQ.

B. Award, if any, will be made on the basis of the lowest responsive bidder complying with all the conditions of

the quotation, specifications, and instructions and is determined to be technically responsible to perform as

required. Conditional bids and any bid taking exception to these instructions or conditions, to the contract

conditions or specifications, or to other contract requirements may be considered non-responsive and may

be rejected.

C. Upon acceptance and award of a bid by KCATA, a contract (see Attachment C, “Terms and Conditions”) shall

be issued thereon. The purchase order or contract shall be considered as b in Kansas City, Missouri, and the

construction and enforcement of it shall be in accordance with the laws of the State of Missouri except those

pertaining to conflicts of law.

D. KCATA contemplates award of a firm fixed price contract. The term of this agreement shall be for a period of

one (1) year from date of contract award and Notice to Proceed with the work. KCATA anticipates that the

awarded contract will be made within 60 days after receipt of the quote.

E. Factors such as discounts, transportation costs and life cycle costs will be considered in determining which bid

is lowest in price.

12. Protests.

A. The following protest procedures will be employed for this procurement. For the purposes of these

procedures, “days” shall mean business days of KCATA administrative personnel which are days other than a

Saturday, Sunday or legal holidays observed by KCATA for such administrative personnel. Protests may be

accepted electronically (email or facsimile) as long as the transmission is dated.

1. Pre-Submittal. A pre-submittal protest is received prior to the bid due date. Pre-submittal protests

must be received by the Authority, in writing and addressed to KCATA’s Director of Procurement, no

later than five (5) days before the bid closing date.

2. Post-Submittal/Pre-Award. A post-submittal/pre-award protest is a protest against making an award

and is received after receipt of bids but before award of a contract. Post-submittal protests must be

received by the Authority, in writing and addressed to KCATA’s Director of Procurement, no later than

five (5) days after the bid closing date.

3. Post-Award. Post-Award protests must be received by the Authority, in writing and addressed to

KCATA’s Director of Procurement, no later than five (5) days after the date of the Notice of Intent to

Award.

C. The Director of Procurement shall respond within five (5) days from the date of the written request. If the

protester is not satisfied with the response of Director of Procurement, the protester may appeal in writing to

KCATA’s Chief Financial Officer within five (5) days from the date of the Director of Procurement’s response.

D. The Chief Financial Officer will decide if the protest and the appeal (if any) have been given fair and reasonable

consideration, or if additional consideration is warranted. The Chief Financial Officer’s response will be

provided within ten (10) days after receipt of the request. The Chief Financial Officer’s decision is final and no

further action on the protest shall be taken by the KCATA.

E. By written notice to all parties, KCATA’s Director of Procurement may extend the time provided for each step

of the protest procedures, extend the date of notice of award, or postpone the award of a contract if deemed

appropriate for protest resolution.

13. Disclosure of Proprietary Information.

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A. A bidder may restrict the disclosure of scientific and technological innovations in which it has a proprietary

interest, or other information that is protected from public disclosure by law, which is contained I the bids:

1. Marking each page of each such document prominently in 16-point font with the words “Proprietary

Information;”

2. printing each page of each such document in a different color paper other than the paper which the

remainder of the bid is printed; and

3. segregating each page of each such document in a sealed envelope, which shall prominently display,

on the outside, the words ”Proprietary Information” in at least 16-point font, along with the name and

address of the Bidder.

B. After either a contract is executed pursuant to the IFB, or all bids are rejected, the bids will be considered

public records open for inspection. If access to documents marked “Proprietary Information,” as provided

above, is requested under the Missouri Open Records Law, the KCATA will notify the Bidder of the request,

and the Bidder shall have the burden to establish that such documents are exempt from disclosure under the

Law. Notwithstanding the foregoing, in response to a formal request for information, the KCATA reserves the

right to release any documents if the KCATA determines that such information is a public record pursuant to

the Missouri Sunshine Law.

14. Required Documents – Bid Submittal.

The following documents are required and must be summited with your Quotation.

• Quotation Response Form – Signed and Dated

• References

• Project Schedule of Participation

• Letter of Intent to Subcontract (for Diverse Subcontractors and if using subs)

• Affidavit of Civil Rights Compliance (Prime and Subs)

• Non-Collusion Affidavit

• Lobbying Certification – for Prime and Subs (if using sub)

• Debarment Certification – for Prime and Subs (if using subs)

• Tax Certification

• Receipt of Addenda Form (if issued as part of solicitation)

RFQ #F26-7005-19C

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Commodity Codes

• NAICS 541511Custom Computer Programming Services
• NAICS 541519Other Computer Related Services
• NAICS 541611Administrative Management and General Management Consulting Services

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