Volume 42 - Issue 29 - July 20, 2023

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 FY28 Priority Bridge Replacement Program (PBRB). Summary information for each project included in the program is provided in Table 1 with additional information available in the file entitled “FY28 PBRP.xlsx” which can be found at the location linked below Table 1.

Interested consultants must email a proposal to KDOT.DesignContracts@ks.gov by 12:00 p.m. (Central Time) August 4, 2023, to be considered for selection.

Consultant Prequalification

Interested consulting firms must be prequalified by KDOT or otherwise demonstrate qualification in one of each of ALL the following category bullets:

• 211 Highway Design–Major Facility OR 212 Highway Design – Minor Facility (see “FY28 PBRFP.xlsx”) and
• 221 Non-Standard Span Bridge Design OR 222 Standard Span Bridge Design (see “FY28 PBRFP.xlsx”) and
• 231 Traffic Control Analysis and Design and
• 301 Land Surveying and
• 302 Engineering Surveying and
• 336 Right of Way Services

Note: The prequalification categories listed above are all required only when the scope associated with the category is to be provided by consultant. See “FY28 PBRP.xlsx” to understand which projects require consultant support for which scopes. If a type of scope is not to be provided by consultant, the corresponding prequalification category is not required.

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.

Background and Scope of Projects

As part of KDOT’s annual preservation program, the agency selects and commences design for the replacement of a number of bridges. Design for some of those bridges is handled in-house; design for other bridges is solicited to consultants. With this single solicitation, KDOT is requesting consulting services for the latter subset of projects which are programmed to be let for construction in FY28.

Table 1 provides basic information for each project included in the FY28 PBRP. Firms can express interest in the projects for which they would like to be considered by submitting responses for each as indicated below. There is no guarantee that a firm which has expressed interest will be selected for any project.

Table 1: Summary of Project Information
RT-CO	Project #	County	BR #*	Location	Feature Crossed	Feature Carried
470-89	KA-7039-01	Shawnee	089-056	39.01674, -95.7489	Creek	I-470 Hwy, WB
470-89		Shawnee	089-063	39.00953, -95.72972	Gage Boulevard	I-470 Hwy, EB
470-89		Shawnee	089-185	39.01451, -95.74615	29th Street	I-470 Hwy, WB
470-89		Shawnee	089-057	39.0166, -95.74917	Creek	I-470 Hwy, EB
470-89		Shawnee	089-062	39.00935, -95.7299	Gage Boulevard	I-470 Hwy, WB
470-89		Shawnee	089-184	39.01439, -95.7465	29th Street	I-470 Hwy, EB
470-89		Shawnee	089-186	39.04867, -95.443765	Fairlawn Avenue	I-470 Hwy, EB
470-89		Shawnee	089-187	39.04767, -95.443772	Fairlawn Avenue	I-470 Hwy, WB
96-87	KA-7007-01	Sedgwick	087-279	37.76619, -97.44964	K-96 Hwy	45th Street
15-87	KA-7008-01	Sedgwick	087-011	37.63987, -97.30677	Creek	NB K-15 to I-135 Ramp
14-27	KA-7014-01	Ellsworth	027-040	38.78832, -98.22493	Creek	K-14 Hwy
140-27	KA-7015-01	Ellsworth	027-047	38.74, -98.09164	Creek	K-140 Hwy
14-53	KA-7016-01	Lincoln	053-007	39.02799, -98.15037	River	K-14 Hwy
18-72	KA-7018-01**	Ottawa	072-019	39.03054, -97.59929	Creek	K-18 Hwy
135-85	KA-7019-01	Saline	085-039	38.8746, -97.64557	I-70 Hwy	I-135 Hwy, SB
383-69	KA-7020-01**	Norton	069-025	39.77388, -100.0308	Creek	K-383 Hwy
36-74	KA-7023-01	Phillips	074-001	39.82856, -99.59287	Creek	US-36 Hwy
36-74		Phillips	074-002	39.82847, -99.57591	Creek	US-36 Hwy
70-32	KA-7024-01	Gove	032-010	39.11177, -100.51681	Local Road	I-70 Hwy
70-32		Gove	032-018	39.04051, -100.20456	Local Road	I-70 Hwy
70-32		Gove	032-020	39.0241, -100.16748	Local Road	I-70 Hwy EB & WB
40-100	KA-7025-01	Wallace	100-005	38.9058, -101.62894	Creek	US-40 Hwy
54-06	KA-7026-01	Bourbon	006-002	37.86292, -94.95738	Creek	US-54 Hwy
61-78	KA-7027-01**	Reno	078-028	37.88866, -98.19116	Creek	K-61 Hwy
02-39	KA-7028-01**	Harper	039-025	37.15221, -98.22618	Creek	K-2 Hwy
50-38	KA-7029-01**	Hamilton	038-027	37.96594, -101.69076	River	US-50 Hwy
27-94	KA-7030.01**	Stanton	094-003	37.62844, -101.76179	Creek	K-27 Hwy
56-41	KA-7032-01	Haskell	041-001	37.39309, -101.04757	River	US-56 Hwy
160-13	KA-7035-01	Clark	013-006	37.19412, -99.91834	Creek	US-160 Hwy
246-07	KA-6914-01	Brown	007-508	39.9170, -95.7129	Creek	K-246 Hwy
*For clarity, “BR #” is shorthand for “bridge serial number.”
**Projects indicated DO require consulting services for the scope pieces noted as “Y” in “FY28 PBRP.xlsx.” On previous revisions, these were mistakenly noted as not needing consulting services and were mistakenly removed from on revision. Projects KS-7040-01 and KA-7034-01 do not require consulting services at this time.
***Project letting timing has been removed from this table and is provided for each project in “FY28 PBRP.xlsx.”

Additional project information including “FY28 PBRP.xlsx,” bridge inspection reports, and old plans can be accessed at https://ike.ksdot.gov/about/rfp-for-fy28-bridges. Tabulated information shall not be relied upon in design. It is being provided for the convenience of consultants, specifically to aid in their decision making about which projects they are interested in executing.

Anticipated Consultant Scope

The scope of services required will vary for each project and may include Survey Services, Right of Way Services, Preliminary Design Services, Final Design Services, Environmental Documentation Preparation (Permitting). Initial agreements will be signed for the first required phase of each project. Subsequent phases of any particular project may be added to the selected consultant’s scope via supplemental (at KDOT Secretary’s discretion), are not guaranteed to progress to subsequent phases, and may be resolicited (at KDOT Secretary’s discretion).

Depending on the project, KDOT anticipates some variation of the following will be included in the selected consultant’s scope: land and engineering survey to support right of way development, bridge type selection, bridge design, road design, traffic engineering, hydrology/hydraulics, designer construction services, and permitting assistance for some projects. Current expectations for consultant scope and what will be provided by KDOT are detailed below. The scope included herein may not be all-inclusive and is subject to change. A scoping meeting will take place for each project after consultant selection is made.

Project Management

• Develop and communicate Project Management Plan and Quality Assurance Plan.
• Perform quality control checks according to Quality Assurance Plan.
• Provide electronic plan files compliant with KDOT Graphic Standards Manual, including CAD conformance checks and ControlCAD indexed DGN files with ProjectWise attributes.
• Provide bi-annual construction cost estimates and at major project milestones.

Road Design

• Discovery Phase (for projects listed as beginning at that phase).
• Develop plans to Materials and Research.
• Building of the existing right of way.
• Develop Preliminary Plans to Field Check.
• Perform roadway geometric design, drainage design, and roadside safety analysis. Note that, in most cases:
  • The existing horizontal and vertical alignments will be utilized for the proposed condition in most cases.
  • Retaining the existing typical section of the roadway will be a priority so that no new right of way (including temporary easements) will need to be acquired.
• Visit the project site location.

Survey and Right of Way

• Provide a full survey including structures in the existing right of way. The deliverables shall incorporate the full project including the roadway and bridge surveys and will be provided in the Kansas Regional Coordinate System.
• Establish and determine impacts to right of way and utilities.
• Based upon consultant’s field survey data and historical KDOT project information, consultant shall establish and compile into a right of way strip map the positions and locations of the existing highway right of way and property lines for the ownership adjacent thereto. Consultant shall perform these activities using coordinate geometry and Bentley Open Site Designer.
• Visit the project site location.

Bridge Design

• For some projects, the consultant will propose and evaluate different (e.g.: skewed) framing layouts for review and acceptance by the KDOT Bridge Office. Focus shall be to minimize disruption to the site and facilitate efficient construction to minimize closures.
• In most cases, the proposed structure will need to match the existing structure’s geometry (vertical, horizontal, and cross-slope). The proposed structure will need to preserve existing vertical clearance windows for feature(s) crossed.
• Bridge hydraulics for stream crossings.
• Develop Preliminary Plans to Field Check for the replacement.

Traffic Engineering

• Development of Traffic Management Plan, including coordination with the local government and KDOT office.
• Develop permanent signing and pavement marking plans.
• Develop Traffic Control Plans.
• Traffic Modeling may be required for projects which begin at Discovery Phase but likely will be performed by KDOT for projects not listed as such. See below for how Traffic Forecasting will likely be handled.

Activities to be performed by KDOT include:

• Traffic forecasting data will be provided by KDOT.
• Environmental services, including lead paint testing and permit application:
  • Note: Technical data to support these activities will be required from the consultant immediately after field check.
• Permits will include NPDES – Storm Water Runoff Permit in which KDOT will require from consultant:
  • Total project site area in acres.
  • Total disturbed area in acres (from Seeding Plans).
  • Impervious area in square feet.
• Utility coordination, if required.
• Geology and geotechnical services including soil investigations, bridge foundation geology, pavement field investigation and design, and surfacing recommendations.

Anticipated Schedule and Key Dates

1. Proposals are due by or before 12:00 p.m. (Central Time) August 2, 2023.
2. Ranking of proposals is expected to occur on or around August 9, 2023. Negotiations with the most highly ranked firm are expected to begin on or around August 16, 2023. An executed agreement is anticipated around August 24, 2023.
3. KDOT anticipates letting these projects as indicated in “FY28 PBRFP.xlsx.” Design activities must be scheduled in accordance. These projects may follow an accelerated delivery schedule with some submittals required earlier to meet the letting requirements. All dates subject to change.

These projects must be let in Fiscal Year 2028, therefore the design activities must be scheduled to deliver complete plans between July 2027 and December 2027. Approximate letting timeframes are provided in the table above. These projects may follow an accelerated delivery schedule with some submittals required earlier than a typical KDOT design project to meet the letting requirements.

Note: If the table indicates letting may happen “Anytime”, it shall be understood that KDOT anticipates no construction will occur during the winter months on these projects.

All dates are subject to change.

Instructions for Proposal

1. 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.
2. The consultant’s proposal must not exceed the page limit laid out in Table 2 below (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.
3. 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.
4. The subject line of the email and the PDF file name must read:
   1. “KDOT FY28 Priority BR Rplcmt_FIRM NAME”
5. 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. Both attachments are required for every firm involved in a multi-consultant team.
6. The outline in Table 2 below describes the expected proposal organization, content sections, and limits on number of pages.
   1. Each team is limited to a single, one-page cover letter and a single page of general qualifications (“Past Performance” section plus “Familiarity with KDOT and Project Area” section) regardless of the number of projects in which they are expressing interest.
   2. Consultants may indicate interest in any and all projects and indicate preference(s) for up to three projects and shall do so on the “FY28 Priority Bridge Replacement Program Interest and Preference Form” (available at https://ike.ksdot.gov/about/rfp-for-fy28-bridges)
   3. Thereafter, each team is limited to two pages per project in which they are expressing interest. In these pages, consultants shall:
      1. Describe the approach they plan to execute to deliver success on the project.
      2. Present the relevant qualifications and experience of the people they are proposing will provide the services.
7. Table 3 lists the evaluation criteria and associated weights which will be used to make a selection.

Table 2: Proposal Content
Section	Description of Intent	Page Limit
Cover Letter		1 Page
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.	1 Page
Familiarity with KDOT and Project Area	Describe team’s familiarity with KDOT’s design process and standards. Describe familiarity with the project area and any special conditions.
Consultant Project Interest and Preference	Fill out “FY27 Priority Bridge Replacement Program Interest & Preference Form” and submit with your proposal.	1 Page
Project Approach	Demonstrate a unique approach to accomplish the design efficiently and to a high standard. Include cost-effective and optimized solutions to address the anticipated improvements in the design and your plan for addressing any anticipated project constraints. Include unique qualifications or experience related to the project approach.	2 Pages (Per project in which team is interested)
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	Describe methods or procedures your firm will use to provide all drawings, reports and other services with professional quality and technical accuracy.
Qualifications and Experience	For key personnel to be assigned to the project 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 with which you propose to subcontract.

Table 3: Evaluation Factors
Evaluation Factor	Weight
Qualifications and experience of project manager and other key project team members proposed for services	25%
Understanding of project constraints and technical approach	25%
Approach and commitment to meet advertised schedule	15%
Past performance history for similar projects/services for KDOT	20%
Understanding of the project area	15%

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 July 19, 2023; answers will be provided to all prequalified consultants on July 26, 2023.

Marcia Turner, P.E.
Contracts Manager
Division of Engineering and Design
Department of Transportation

Doc. No. 051308