Project Information

Bid Title

Water Plant Influent 20" Mag Meter Installation

Issuing Agency

City of Hays

Location

Kansas

Published Date

Feb 17, 2026

Closing Date

Mar 17, 2026

Government Level

State & Local

Status

Closed

Ref. #

2026-10

Original Source

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Bid Documents

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Project Description

Bid Number:	2026-10
Bid Title:	Water Plant Influent 20" Mag Meter Installation
Category:	Water Resources
Status:	Open
Bid Recipient:	Water Resources Department

Description: The City of Hays Department of Water Resources is accepting proposals for the Installation of a 20” mag meter and ancillary piping at the City of Hays Water Softening Plant. This project will replace the existing insertion-style flow meter with a 20” City-provided magnetic flow meter.  The proposal should clearly demonstrate how the firm can best satisfy the requirements of the City of Hays. Publication Date/Time: 2/17/2026 12:00 AM Publication Information: Sealed Closing Date/Time: 3/17/2026 3:00 PM Submittal Information: Sealed bid to City Clerk, 1507 Main St., Hays, KS 67601 Bid Opening Information: 3:00 p.m., March 17, 2026 Pre-bid Meeting: None Contact Person: Jason Riegel, Supt. City of Hays Water Resources Department 1000 Vine Street Hays, Kansas 67601 (785) 628-7380 office jriegel@haysusa.com Download Available: Yes Fee: None Business Hours: 8:00 a.m. to 4:00 p.m. Related Documents: 2026 WTP Influent Mag Meter RFP Influent Meter Construction Drawings

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City of Hays

Request for Proposals

COH Project 2026-10

Water Plant Influent 20” Mag Meter Installation

Date of Issue:

February 17, 2026

Proposal Due Date:

March 17, 2026

Tentative City Commission Approval: April 23, 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 (PROJECT SCOPE) ................................................................................................................... 7-8

EXHIBIT B (PROPOSAL) .................................................................................................................................. 9

EXHIBIT C (CONSTRUCTION DRAWINGS) ..............................................................................................10

EXHIBIT D (PICTURES) ............................................................................................................................ 11-14

2026-10 WTP Magnetic Flow Meter Installation

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1. Introduction

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

Installation of a 20” mag meter and ancillary piping at the City of Hays Water

Softening Plant. 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.

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 Jason Riegel, Water Superintendent, as project manager. Please direct questions

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

to:

Jason Riegel, Supt.

City of Hays Water Resources Department

1000 Vine Street

Hays, Kansas 67601

(785) 628-7380 office

jriegel@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 2026-10 – Water Plant Influent 20” Mag

Meter Installation" and be submitted no later than 3:00 P.M. March 17, 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.

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.

2026-10 WTP Magnetic Flow Meter Installation

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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

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:

1. Customer Service

2. Overall Cost of Project.

3. References and Reviews.

2026-10 WTP Magnetic Flow Meter Installation

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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

2/17/2026

Last day to submit proposals

3/17/2026

Staff recommendation to City Commission (Work Session) 4/16/2026

Tentative Notice to Proceed (Commission Meeting)

4/23/2026

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

14. Confidentiality of Documents

All responses to the RFP submitted by firms shall be deemed public documents at the time

opened by City of Hays. The RFP is not intended to elicit proprietary information from the

firm. If proprietary information is submitted as part of the proposal, 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 proposal 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.

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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

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