Volume 43 - Issue 28 - July 11, 2024

State of Kansas

Department of Transportation

Request for Proposals

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(s) described in Table 1 below. Interested consultants must submit a proposal as laid out herein by 12:00 p.m. (Central Time) July 31, 2024, to be considered for selection.

Consultant Prequalification

Interested consulting firms must be prequalified by KDOT or otherwise demonstrate qualification in the following category(s):

• 211 – Highway Design – Major Facility
• 231 – Traffic Control Analysis and Design
• 401 – Landscape Seeding and Erosion Control

If a firm is not currently prequalified by KDOT in any of the required categories, 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 solicitation 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.

Table 1: Background and Scope of Project
Project Number	Background and Scope of Project
KA-5740-01	Pavement rehabilitation and shoulder widening along K-27 from Zig Zag Road north to the Wallace/Sherman County line. The project includes replacement of the South Fork Lake Creek Bridge (013).

Table 2: Project Summary
Project Number	Route and Scope	Length (mi)	Project Termini
KA-5740-01	027-100 Rehabilitate K-27 and add shoulders	5.099	From Zig Zag Road north to the Wallace/Sherman County line.

Anticipated Consultant Scope

KDOT anticipates the following to be included in the consultant’s scope:

• Preliminary Design Services.
• Final Design Services.
• Environmental Documentation Preparation (Permitting).
• Letting and Construction Phase Services.
• 3D Electronic Deliverables Preparation.

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

• This project was designed by KDOT in-house staff to Plans to Materials and Research.
• Develop Preliminary Plans to Field Check.
• Develop Final Plans for Construction.
• Perform roadway geometric design, drainage design, and roadside safety analysis.
• Visit the project site location.

Bridge Design

• All 10-20 ft and Bridge-size structures will be design in-house by KDOT Bureau of Structures and Geotechnical Services.

Traffic Engineering

• Traffic Control Plans: This project will require traffic to be carried through construction and on a shoofly detour around the replacement of the South Fork Lake Creek Bridge (013).
• Develop permanent signing, pavement marking, and traffic control plans.

Grant Application Support

• Data collection and review.
• Identify strategies for maximum points.
• Prepare cost estimates as needed.
• Coordinate with KDOT for required information.
• Draft support letters for public, elected and appointed officials, stakeholders and other relevant entities as identified by KDOT and advance the application.
• Establish application schedule.
• Coordinate and lead meetings.
• Consultant shall prepare the grant application based on NOFO requirements.
• Provide tables and graphics as necessary.
• Provide final draft grant documents for review that will be coordinated with the Grant Lead, project team and others that are relevant in the process.

Activities already performed by KDOT:

• Engineering Survey.

Activities to be performed by KDOT include:

• Existing Right of Way.
• Environmental Services:
  • Asbestos and Lead paint testing.
  • Permit application.
  • 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 (existing and proposed).
  • Above information needs to be provided by consultant (90) days prior to letting.
• Utility Coordination, if required.
• 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) July 31, 2024.
2. Ranking of proposals is expected to occur on or around August 6, 2024. Negotiations with the most highly ranked firm are expected to begin on or around August 11, 2024. An executed agreement is anticipated around August 25, 2024.
3. The program fiscal year for this project is FY2028 (July 2027–June 2028).
4. Important dates in Discovery Phase:
   • Notice to Proceed: August 25, 2024
   • FDCHK: September 27, 2024
   • PLROW: December 12, 2024
   • PLNTE: June 17, 2026
   • PLCOM: April 20, 2027

KDOT, at the Secretary’s discretion, reserves the right to retain for subsequent phases of design and consulting services the consultant selected to provide services associated with this RFP. Scope in subsequent phases will likely include, but is not limited to, plan development through preliminary and final design as well as traffic engineering.

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 6 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.
3. A single PDF (10 MB maximum size) of the proposal must be uploaded to the appropriate bid form on Bid Express by the proposal due date and time.
4. The proposal PDF file name must read:
   1. “KA-5740-01 Pvmt Rehabilitation; Shoulder Widening FIRM NAME”
5. The proposal must be accompanied by Special Attachments No. 8 (“Tax Clearance Certificate”), No. 10 (“Policy Regarding Sexual Harassment”), and No. 12 (“Certification of Company Not Currently Engaged in the Procurement or Obtainment of Certain Equipment, Services, or Systems”). 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. Upload these files as instructed in Bid Express.
6. The outline in Table 3 below describes the expected proposal organization and content sections.
7. Depending on the number and quality of responses received, KDOT anticipates shortlisting (based on proposals) and holding interviews prior to final selection (which may be based on both proposal and interview content). If KDOT deems interviews to be necessary, interview details and requirements and evaluation criteria for the interview will be distributed to shortlisted consultant teams in advance.
8. Table 4 lists the evaluation criteria and associated weights which will be used to shortlist respondents and may be considered in final selection.

Table 3: Proposal Content
Section	Description of Intent	Page Limit
Cover Letter		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. Include unique qualifications or experience related to the project approach.
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 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 design process and standards. Describe familiarity with the project area and any identified special site conditions.

Table 4: Evaluation Factors
Evaluation Factor	Weight
Qualifications and experience of project manager and other key project team members proposed for services	25%
Project approach	20%
Approach and commitment to meet advertised schedule	15%
Past performance history for similar projects/services for KDOT	20%
Approach to quality control	10%
The quality and completeness of the response	10%

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”)
• Special Attachment No. 12 (“Certification of Company Not Currently Engaged in the Procurement or Obtainment of Certain Equipment, Services, or Systems”)

Special Contract Conditions

• This project was designed by KDOT in-house staff to Materials and Research plans.
• Road Design will manage this consultant project. Bridge Design will design the bridge-size and 10’-20’ structures in house.

Questions

All questions regarding this Request for Proposals shall be submitted via Q&A section of bid form in Bid Express.

Questions can be submitted until July 18, 2024; answers will be provided to all prequalified consultants on July 25, 2024.

Calvin Reed
Secretary
Department of Transportation

Doc. No. 052286