Volume 41 - Issue 20 - May 19, 2022
State of Kansas
Department of Transportation
Notice to Consulting Firms
The Kansas Department of Transportation (KDOT) is seeking a qualified consulting firm or team of firms to perform professional services for the project described below. Interested consultants must email a proposal to KDOT.DesignContracts@ks.gov by 12:00 p.m. (CDT) July 27, 2022, to be considered for selection.
Consultant Prequalification
Interested consulting firms must be prequalified by KDOT or otherwise demonstrate qualification in the following categories: 141 Bicycle and Pedestrian Facilities Planning; 151 Public Transit Facilities and Systems Planning; 162 Long Range Planning; 211 Highway Design–Major Facility; OR 411 Pedestrian and Bicycle Facility Design.
If a firm is not currently prequalified by KDOT, a proposal may still be submitted. Firms not prequalified must also provide documentation that demonstrates the firm is qualified for each specified category listed in this notice for the project. Firms must use the KDOT prequalification form to provide this documentation. KDOT 1050 Prequalification category definitions (Blue Book) can be found at http://www.ksdot.org/descons.asp. Consultants may create a team to meet the prequalification requirements. All firms doing business with KDOT must be registered and in good standing under the laws of the State of Kansas at the time of contracting and must comply with applicable state and federal laws, rules, and regulations.
Consultant must be staffed with experienced planning and engineering professionals with experience in pedestrian, cyclist, and multi-modal transportation planning, as well as analysis in crash data, safety data, and demographics. The selected consultant shall have a licensed engineer within the state of Kansas who is part of the project team as well as one or more persons with experience in highway/local road design on major and minor facilities, to address pedestrian, bicycle, and multi-modal facilities at roadway segments and controlled/uncontrolled intersections. Additionally, one or more team members should have experience in crash data, transportation network data and demographic data analysis with the ability to conduct layered analysis and produce geospatial results.
Background and Scope of Project
Consultant shall develop and complete the FHWA required Vulnerable Road User Safety Assessment (VRU Assessment) per IIJA Section 11122 of the Transportation BIL. The FHWA will release the final ruling on the assessment requirements BEFORE October 2022.
KDOT is interested in hiring a consultant to start with the data analysis needed to finalize the assessment for the State of Kansas. Following the data analysis, consultant will identify areas of “high-risk” to vulnerable road users. Consultant will consult with local governments and metropolitan planning organizations (MPOs) that represent “high-risk” areas and will develop a program of projects or strategies to reduce safety risks to vulnerable road users in areas identified as “high-risk.” See below for more detail.
Anticipated Consultant Scope
KDOT anticipates the following to be included in the consultant’s scope: Data Analysis, Planning Study Services; Public Involvement Services; Local Government, MPO, and Regional Transportation Planning Organization Engagement.
Below is the information available at the present time for initiating the development of a VRU Assessment.
- Note: the term vulnerable road user is intended to mean a non-motorist.
Analysis
- Under IIJA Section 11111 Highway Safety Improvement Program (HSIP):
Contents
- A VRU assessment shall include:
- A quantitative analysis of VRU fatalities and serious injuries that:
- Includes data such as location, roadway functional classification, design speed, speed limit, and time of day;
- Considers the demographics of the locations of fatalities and serious injuries, including race, ethnicity, income, and age;
- Based on the data, identifies areas as “high-risk” to VRU’s; and
- A program of projects or strategies to reduce safety risks to VRU’s in areas identified as high risk.
The KDOT will provide data that is available and useful upon request. Such data would be related to crash data on and off the state system however, local road data beyond crashes are limited.
Report
- IIJA HSIP Section 11111 HSIP:
Requirements
- In carrying out a VRU assessment the consultant shall:
- Take into consideration a safety system approach; and
- Consult with local governments, MPOs and regional transportation planning organizations that represent a “high-risk” area identified under the VRU assessment process.
The VRU assessment shall include recommendations for a future update to the Kansas Strategic Highway Safety Plan (SHSP). The report should include guidance for programing on-system and off-system projects, with recommendations derived from Pedestrian and Bicycle Crash Analysis Tool (PBCAT).
The latest guidance from U.S. Department of Transportation – Federal Highway Administration Memorandum of February 2, 2022, pertaining to VRU can be found at https://safety.fhwa.dot.gov/hsip/rulemaking/docs/Section148_SpecialRule_Guidance.pdf. Additional guidance regarding the VRU assessment is expected from FHWA prior to October 2022.
KDOT intends to award one Indefinite Delivery/Indefinite Quantity (IDIQ) contract. Services may not be required on a constant, continuous basis but rather on an as-needed basis during the term of the contract. Individual work orders will be negotiated and issued based on the fee structure negotiated. KDOT is not obligated for services until a work order is issued.
Anticipated Schedule and Key Dates
- Proposals are due by or before 12:00 p.m. (CDT) July 27, 2022
- It is anticipated that the FHWA will release the final ruling on the assessment requirements before October 2022
- The Final Assessment will be due to KDOT before August 2023
Instructions for Proposal
- No cost or pricing information shall be submitted with the proposal. Proposals including cost or pricing information will be considered non-responsive and withdrawn from further consideration.
- The consultant’s proposal must not exceed 4 pages total (including any cover letter, index, etc.). All pages shall be standard letter size (8.5” x 11”). Any page larger than standard letter size will be counted as two or more pages depending on size.
- A single PDF (2MB maximum size) of the proposal including all attachments must be emailed to KDOT.DesignContracts@ks.gov by the proposal due date and time.
- The subject line of the email and the PDF file name must read:
- “KA-6741-01–KS VRU Assessment_FIRM NAME”
- The proposal must be accompanied by Special Attachments No. 8 (“Tax Clearance Certificate”) and No. 10 (“Policy Regarding Sexual Harassment”). If you need a Tax Clearance Certificate, you can request one at https://www.ksrevenue.gov/taxclearance.html. Allow 2-3 business days for processing.
- The outline in Table 1 below describes the expected proposal organization and content sections.
- Table 2 lists the evaluation criteria and associated weights which will be used when evaluating proposals. Depending on the number of responses received, KDOT may elect to shortlist (based on proposals) to no more than 3-5 firms and hold in-person interviews prior to final selection (which may be based on both proposal and interview content). If KDOT deems them necessary, interview evaluation criteria will be distributed to shortlisted consultant teams in advance.
| Table 1: Proposal Content | |
|---|---|
| Section | Description of Intent |
| Cover Letter | 1 page |
| Project Approach | Demonstrate a unique approach to accomplish the study efficiently and to a high standard. Include cost-effective and optimized solutions to address the scope. Include unique qualifications or experience related to the project approach. Specifically, describe your approach to each of the following:
|
| Approach to Schedule | Describe the approach to accomplish the scope of services within the schedule requirements. Include anticipated key milestone dates and availability of staff. |
| Approach to Quality Control | Control Describe methods or procedures your firm will use to provide all deliverables and other services with professional quality and technical accuracy. |
| Qualifications and Experience | For the key personnel who are to be assigned to the study provide names, office location, qualifications, education, training, and expertise. Identify their area(s) of responsibility and percent of their time dedicated to the project. List work for which you do not have in-house capability and name the firm(s) you propose to subcontract with. |
| Past Performance | Describe team’s past performance with respect to ability to meet project schedules; quality of work; and ability to control costs on similar transportation projects, especially those performed for KDOT. Include three references and contact information. |
| Familiarity with KDOT and Project Area | Describe team’s familiarity with KDOT’s processes and standards. Describe familiarity with the relevant transportations systems and corridors and any identified special conditions. |
| Table 2: Evaluation Factors | |
|---|---|
| Evaluation Factor | Weight |
| Qualifications and experience of project manager and other key project team members proposed for services | 20% |
| Approach and commitment to meet advertised schedule | 20% |
| Past performance history for similar projects/services for KDOT | 10% |
| Demonstrated understanding of the nature and scope of project | 20% |
| Innovation/Creativity in solutions | 10% |
| Understanding of relevant KDOT data, associated tools, and special considerations necessary for analyzing the data | 20% |
Contract Terms and Conditions
A standard KDOT agreement for engineering and technical services will be used for professional services projects. The following special attachments will need to be provided by the selected consultant and all subconsultants with the signed work order following negotiations and will become attachments to the contract.
- Special Attachment No. 8 (“Tax Clearance Certificate”)
- Special Attachment No. 10 (“Policy Regarding Sexual Harassment”)
Questions
All questions regarding this request for proposals shall be emailed to KDOT.DesignContracts@ks.gov.
Questions can be submitted until June 30, 2022; answers will be provided to all prequalified consultants on July 6, 2022.
Marcia Turner, P.E., Contracts Manager
Division of Engineering and Design
Doc. No. 050157
