Grinding Wood Debris at Brooks Landfill

A. Requested Service
The City will select either Group 1, 2, or 3 for the award depending on the lowest and best total bid for
the group determined to be in the best interests of the City’s needs.

1. Group 1 – Wood Stock Grinding ≤ 8”
   This service is for grinding 100% of the wood stock (tree debris and C&D wood waste) to a size that
   is conducive to landfill operations (e.g., air space management, supplementing daily and intermittent
   cover, etc.). The bid price will include grinding of wood stock into wood chips of 8-inches or finer (≤
   8”). The Contractor shall provide a quote for grinding of wood stock in the form of a cost per cubic
   yard with mobilization/mileage cost included, if applicable.
2. Group 2 – Wood Stock Grinding ≤ 4”
   This service is for grinding 100% of the wood stock (tree debris and C&D wood waste) to a size that
   is conducive to beneficial use (e.g., decorative landscaping, etc.). The bid price will include grinding
   of wood stock into wood chips of 4-inches or finer (≤ 4”). The Contractor shall provide a quote for
   grinding of wood stock in the form of a cost per cubic yard with mobilization/mileage cost included, if
   applicable.
3. Group 3 – Wood Stock Grinding Variable Sizes
   This service is for grinding wood stock (tree debris and C&D wood waste) to multiple sizes that are
   conducive to different operational needs. The bid price will include grinding of 50% of the wood stock
   into wood chips of 8-inches or finer (≤ 8”), 40% of the wood stock into wood chips of 4-inches or finer
   (≤ 4”), and 10% of the wood stock into wood chips of 0.5-inches or finer (≤ 0.5”). The Contractor
   shall provide a quote for grinding of wood stock in the form of a cost per cubic yard with
   mobilization/mileage cost included, if applicable.
4. Order of Progress
   The order of progress will originate with the City of Wichita Brooks Landfill management staff and be
   communicated to the Contractor through phone and/or email. The City will notify the Contractor when
   wood stock has accumulated to a minimum of 20,000 cubic yards, and the Contractor will be required to
   commence grinding within two (2) weeks of notification, unless delayed by weather conditions.
   The Contractor will be required to finish grinding within four (4) weeks of commencing grinding, unless
   delayed by weather.
   Grinding shall only occur during normal operating hours for Brooks Landfill.
   Product (wood chips) from each stockpile shall not be mixed (tree debris wood chips shall be kept
   separate from pallet wood chips, et cetera).
   Product (wood chips) of different sizes, if applicable, shall not be mixed (8” wood chips shall be kept
   separate from 4” wood chips, et cetera).
   The time of completion being an essential part of landfill operations, the Contractor shall pay the City
   liquidated damages in the amount of $100.00 for each additional working day, after the specified

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City of Wichita 5 RFB #260186
completion date that the work remains uncompleted. All charges for liquidated damages shall be
deducted from the Contractor payments at the time of completion.
Due to the amount of wood stock currently at the landfill, the first grinding for the contract will be exempt
from liquidated damages and allowed for a longer than typical 4-week cleanup period. Prior to the
commencement of first services, the awarded Contractor and City Staff will meet to determine an
acceptable timeframe of first services. Shall the Contractor not continually work on the services,
liquidated damages will be reinforced.
Prior to beginning to grind a new stockpile, Brooks Landfill staff and the Contractor will measure, mutually
agree on the volume, and establish in writing (with both parties’ signatures) the cubic yards of wood stock
to be ground. Any wood stock accepted by Brooks Landfill after that time will be placed in a new stockpile
to accumulate for future measurement and grinding.
When grinding of a stockpile is complete, the Contractor will notify Brooks Landfill management staff who
will verify that the agreed upon volume of wood stock has been ground. If at the time of the final
inspection, portions of the work are determined to be unsatisfactory, the Contractor shall correct the
deficiencies, where upon another inspection of the revised work will be made before final acceptance.
4. General Specifications
No sub-contracting will be allowed under this contract without expressed written permission from the City
of Wichita Environmental Health Program Manager. Sub-contracting shall only be considered if deemed
necessary to complete grinding operations (e.g., specialized equipment is necessary due to the
size/diameter of the wood stock).
Employees of the Contractor must be at least 18 years of age.
All employees of the Contractor will be required to properly wear Personal Protective Equipment (PPE)
and follow all safety standards in accordance with all applicable standards including ANSI Z133, ANSI
Z245, OSHA 29 CFR 1910.266 “Logging Operations”, and OSHA 29 CFR 1926 Subpart C, as well as
the General Duty Clause of the OSH Act of 1970. PPE shall be provided to the employees of the
Contractor by the Contractor.
Equipment used to execute this contract will be the property of the Contractor. Minimum equipment
requirements for wood grinding include a loader or excavator and a horizontal grinder (no tub grinders
will be allowed). All equipment is to be in good to excellent working condition.
No welding or cutting torches will be allowed on the tipping deck. If welding or cutting is required, the
equipment must be moved off the tipping deck for repairs. An appropriate fire extinguisher shall always
be present when welding or cutting equipment is being used.
An appropriate fire extinguisher or other approved fire suppression equipment, such as a water truck,
shall always be present when grinding in case of hot spot fires.
The Contractor is responsible for grinding away from the flow of pedestrian and vehicular traffic and
ensuring that wood grinding operations do not compromise the safety of landfill workers or customers.

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable
infrastructure; Provide conditions for living well.
City of Wichita 6 RFB #260186
Work shall be executed in such a way as to avoid hazards to persons and property, interference with
adjacent landfill disposal areas, and interruption of free passage to and from such disposal areas.
The Contractor is responsible for any damage inflicted by the Contractor on public or private property.
The Contractor is responsible for any environmental permits required due to grinding activities (e.g., Air
Emission Source Operating Permit (if not exempt), et. cetera).
5. Operational Safety Clause
The City of Wichita reserves the right to have Brooks Landfill management staff and/or the City safety
officer immediately halt all Contractor operations if proper PPE is observed not being utilized by
employees of the Contractor or if any other act is observed that (1) could compromise the health and
safety of the employees of the Contractor, employees of the City of Wichita, patrons of Brooks Landfill,
or the adjacent properties, (2) could compromise the safe operations of Brooks Landfill, or (3) is
prohibited by the terms of the permit of operation issued by the Kansas Department of Health and
Environment.
The Contractor will not be allowed to resume operations until the safety concerns are appropriately
addressed to the satisfaction of the City of Wichita Brooks Landfill management staff or City of Wichita
safety officer. Halted time will not be grounds for an extension to avoid liquidated damages.
E. Chemical Storage and Spills
All chemicals and fuel brought onsite are to be stored in containers approved for said chemical/fuel and
appropriately marked.
The Contractor shall provide any fuel necessary to operate the equipment used to provide this service.
Bulk fuel containers, if used, shall be placed in an area away from the active working face and
approved by Staff. The Contractor shall have available a spill containment kit or set up a protective
berm around bulk containers.
The Contractor shall immediately notify Staff of any chemical or fuel spill, as well as take corrective action
to minimize contamination. Cleanup for any chemical spill shall be the responsibility of the Contractor. If
the Contractor is unable to clean up the spill in a reasonable amount of time, City staff may assist;
however, expenses incurred will be charged to the Contractor for reimbursement at the rate of $30.00
per hour per employee, plus $8.00 per gallon of fuel consumed, and face value for all other expenses
(materials, supplies, disposal charges, etc.).
6. BID TERMS
A. Questions and Contact Information:
Any questions regarding this document must be submitted via the procurement portal’s “Ask a Question”
functionality or by email to Jason Brogden, jbrogden@wichita.gov in accordance with the dates and times
stipulated for questions. Any questions of a substantive nature will be addressed in written form as a
posted addendum on the City’s Procurement Portal (wichita.gov/procurementportal). Respondents are
responsible for checking the City’s Procurement Portal and acknowledging any addenda electronically
as a part of the Procurement Portal submission’s electronic acknowledgment for all stipulated response
forms and addendum acknowledgments.

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable
infrastructure; Provide conditions for living well.
City of Wichita 7 RFB #260186
To ensure interested parties receive notification of any published addendum by the City, respondents
need to verify the selection of “semi-hourly” on their Procurement Portal - Notification Center settings:
• Accept Invites from Agencies (to receive invitations for new solicitation opportunities)
• Accept Messages (to receive notifications for any published addendum)
Failure to select “semi-hourly” notification settings will impact your Procurement Portal
profile’s ability to receive notifications and messages by the City of Wichita Purchasing
Division.
To view your Procurement Portal’s Notification Center settings, log into your account and select
Settings, Global Vendor Record, Manage my Organization, and Notifications to view this settings
screen. If further assistance is needed, please contact the Purchasing Office directly at
purchasing@wichita.gov or by phone at 316-268-4636.
B. Bid Submission:
Bids will be received (electronically as stated) in the office of the City Purchasing Manager, 12th Floor,
City Hall, 455 North Main, Wichita, Kansas, prior to 10:00 O'CLOCK A.M., Friday, July 24, 2026 Bids
are to be submitted through the City’s Procurement Portal (wichita.gov/procurementportal) using a
secure login/password.
If a Bonfire registration for system access has not been completed, please visit wichita.gov/purchasing
for assistance. On the Purchasing website page, a video tutorial (Bonfire Registration Video) walkthrough
and registration resources are available to help in the completion of the registration process. If further
assistance is needed, please contact the Purchasing Office directly at purchasing@wichita.gov or by
phone at 316-268-4636.
All bids, including supporting documentation/manuals, shall become the property of the City.
C. Evaluation Criteria:
Bid Award will be based on the Lowest and Best Total for the Group Selected from a Responsible
and Responsive vendor.
The City, through its Board of Bids and Contracts, reserves the right to accept or reject any or all bids
and any part of parts of any bid and to waive formalities therein to determine which is lowest and best
bid. Any bid which is incomplete, conditional, obscure, or which contains additions not called for or
irregularities of any kind, may be rejected. All bids are awarded subject to a check of the computations
shown on the "Request For Formal Bid" form. In the event of a discrepancy in the extension(s) or total
for the item(s), the unit cost shall prevail.
The City, through its Purchasing Manager, reserves the right to accept or reject any or all submittals and
any part or parts of any submittal, and to waive formalities therein to determine which is the most
beneficial bid.
D. Tentative Schedule:
The tentative schedule will apply to this Request for Bid (RFB) and may change according to with the
City’s needs or unforeseen circumstances. All dates and times will be in Central Standard Time (CST;

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable
infrastructure; Provide conditions for living well.
City of Wichita 8 RFB #260186
CDT) and can be confirmed through the Purchasing Office located at 455 N. Main 12th Floor Wichita,
KS 67202, calling (316) 268-4636, or by contacting the buyer listed on the solicitation document.
Questions of a substantive nature will be reviewed and answered in written form as an addendum and
posted to the City’s Procurement portal at wichita.gov/procurementportal.
Vendors are encouraged to complete bidder registration by visiting the City of Wichita’s eProcurement
Portal at wichita.gov/procurementportal, then follow the link to the Bonfire vendor registration page to
register your company. Please check our website, wichita.gov/purchasing for upcoming registration
opportunities, training dates & locations, and information as it is updated in the near future.
Event Date
Solicitation Advertised July 10, 2026
Last Day for Written Question July 16, 2026 @ 4:00 p.m. CT
Addendum Posting Week of July 20, 2026
Bid Due July 24, 2026 @ 10:00 a.m. CT
City Council Approval August 4, 2026
E. Minimum Respondent Qualifications:
This section lists the criteria to be considered in evaluating the responsiveness of firms interested in
providing the goods and/or service(s) specified in this Request for Bid. Firms should meet or exceed
these qualifications to be considered for award. Any exceptions to the requirements listed should be
clearly detailed in the proposer’s response. Bidders shall:

1. Have a minimum of three (3) years’ experience in providing similar services specified in this
   RFB.
2. Understanding of industry standards and best practices.
3. Have experience in providing goods and/or services of comparable size and complexity to that
   being requested.
4. Have knowledge of and comply with all currently applicable, and as they become enacted
   during the contract term, federal, state and local laws, statutes, ordinances, rules and
   regulations. All laws of the State of Kansas, whether substantive or procedural, shall apply to
   the contract, and all statutory, charter, and ordinance provisions that are applicable to public
   contracts in the city shall be followed with respect to the contract.
5. Registration with the Kanas Secretary of State’s Office before contract execution.
6. Having Municipal government experience is preferable; however, the City will make the final
   determination based on responses received and the evaluation process.
7. Have the capacity to acquire all bonds, escrows or insurances as outlined in the terms of this
   RFB.
8. Provide project supervision (as required) and quality control procedures.
9. Have appropriate material, equipment and labor to perform specified services.
10. Ensure parking occurs only in designated areas and parking permits are displayed (if provided).
11. Wear company uniform or ID badge for identification purposes.
12. Meet local, state, and federal guidelines as applicable.
    F. Bid Requirements:
13. Completed Bonfire Portal (wichita.gov/procurementportal) submission (or Request for Bid Form
    signed and dated if submitted via paper).

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our econom