Committee recommends rejecting bid for sustainable medians pilot after single over‑budget proposal

An Overland Park advisory committee voted to recommend that the City Council reject the lone bid for a grant‑funded “Sustainable Medians” pilot project, citing an unusually high price driven in part by Kansas Department of Transportation (KDOT) contractor requirements.

The recommendation covers city project MP3080, for which staff received one bid that “came back exceptionally over budget,” Bailey, the project presenter from city staff, told the committee. The pilot would convert grass medians near Metcalf (approximately from Hardy to Glenwood) to native, low‑maintenance landscaping as part of a carbon‑reduction grant from the Mid‑America Regional Council.

Staff said the bid was driven above available funding by elements in the contractor’s detailed proposal and by the requirement that the winning firm be a KDOT‑approved contractor. “KDOT approved contractor, and it comes with specific, you know, wage requirements and things like that, which did factor into the price of it,” Bailey said. The list of KDOT‑approved contractors, staff added, is skewed toward construction firms rather than landscape installers, limiting competition.

The committee discussed the design details that contributed to the cost. The original pilot design included multiple distinct planting palettes, concrete edging, and a decorative cobble “river” and other intricate elements. Bailey said staff plan to simplify the design so it can be offered again for bid at a lower cost and to make the procurement more attractive to landscape firms rather than heavy contractors.

A committee member moved to recommend City Council reject the bid from Megan Casey Corp for the Sustainable Medians Pilot Program, city project number MP3080. The committee approved the motion by voice vote.

Why it matters: The project is grant‑funded and intended as a pilot to test low‑water, native planting in medians so the city can scale similar work elsewhere; however, federal or state contracting requirements linked to the grant can alter procurement outcomes and reduce the pool of bidders. Committee members said they support the project concept and want staff to rebid a simplified scope.

What happens next: Staff said they will redesign and simplify the pilot, identify the most expensive line items from the received bid, and re‑advertise the project with the goal of receiving competitive proposals that fit the grant budget. The City Council will consider the committee’s recommendation to reject the bid.