Volume 43 - Issue 37 - September 12, 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 description, interested consultants must submit a proposal as laid out herein by 12:00 p.m. (Central Time) October 2, 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):

• 301 – Land Surveying
• 302 – Engineering Surveying
• 336 – Right of Way Services

If a firm is not currently prequalified by KDOT in any of the required categories, a proposal may still be submitted. Firms not pre-qualified 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.

Brief Project Description

Survey needed for project: Reconstruct and add shoulders, extend or replace four bridges and three culverts, consisting of 14.5 miles.

Location

K-156 highway from the Finney/Hodgeman County line east to the 214 Road intersection.

Anticipated Consultant Scope

KDOT Survey Manual to be the guide for the survey practice, content, and format. The hydraulic survey to support the design will be standard by KDOT survey practices. Review the KDOT Survey Manual for details of the breadth of channel sections, valley sections, and the stream bed profile. Survey information to be developed in accordance with KDOT Design Survey Manual and KDOT CADD requirements.

In general, the survey effort shall include the following:

• Horizontal reference datum to be the pertinent Kansas Regional Coordinate System.
• Vertical reference datum to be NAVD 88. Survey may include mapping with mobile and aerial lidar.
• Basis of stationing shall be initiated on the as-built plans of the corridor with correlation of measured values to plan values at all found alignment monuments and bridge structures. Sideroad alignments at interchange to be monumented, mapping alongside roads within interchange to be included. No station equations.
• Utility location mapping within the mapping limits. Utilities should be labeled with ownership and size where available.
• Property owner research, contacts to prior entry, property owner log to be completed.
• Copies of adjacent deeds of ownership, copies of recorded plats, land survey monument recovery and property monument ties to determine boundaries of adjacent plats and deeds of ownership and support the determination of existing right of way for the project mapping area. No calculated section corners.

The development of existing right of way will aid the design effort in determining the limits of the present right of way within which KDOT project construction could occur. Existing right of way includes KDOT right of way, county right of way (e.g.: dedicated county road records and county plans), and platted right of way of cities, towns, and subdivisions. The determination by plan station and offset, and by record description shall be evaluated. In addition, the depicting of property lines per deed and plat adjacent/intersecting the existing right of way shall be detailed. 

All files shall be delivered per current standard KDOT MicroStation environment. (Bentley Connect ORD) 

Any questions pertaining to development, (software, naming conventions, field notes, etc.) of completed survey should be addressed prior to submission.

KDOT shall provide a copy of its Engineering Manual and desk manual for guidance. KDOT shall furnish its plans of record and descriptions for the corridor.

All electronic files shall be developed with Bentley software in KDOT’s point numbering scheme, naming conventions and line styles. Section corner numbering should adhere to KDOT’s standard naming conventions. Examples are available upon request.

KDOT quality control procedures require that consultant perform and document a cold-eye (independent) review of the files they generate to document the existing right of way.

Schedule

Land survey effort to be completed and submitted to KDOT Bureau of Right of Way, Survey Department by May 30, 2025. Existing Right of Way development to be completed and submitted to KDOT Right of Way, Engineering Section by November 1, 2025.

Anticipated Schedule and Key Dates

1. Proposals are due by or before 12:00 p.m. (Central Time) October 2, 2024.
2. Ranking of proposals is expected to occur on or around October 4, 2024. Negotiations with the most highly ranked firm are expected to begin on or around October 11, 2024. An executed agreement is anticipated around October 25, 2024. KDOT anticipates giving notice to proceed on or around October 31, 2024.

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 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.
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-7428-01_Survey Services in Hodgeman Co. 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. All 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 1 below describes the expected proposal organization and content sections.
7. Table 2 lists the evaluation criteria and associated weights which will be used to shortlist respondents and final selection (if no interview).
8. The scope included herein may not be all-inclusive and is subject to change.

Table 1: 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 survey process and standards. Describe familiarity with the project area and any identified special site conditions.

Table 2: Evaluation Factors
Evaluation Factor	Weight
Approach to quality control	20%
The quality and completeness of the response	20%
Understanding of KDOT Technical Policies	20%
Understanding of KDOT CAD standards and expectations for deliverables	20%
Demonstrated understanding of nature and scope of project	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”)
• Special Attachment No. 12 (“Certification of Company Not Currently Engaged in the Procurement or Obtainment of Certain Equipment, Services, or Systems”)

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 September 19, 2024; answers will be provided to all prequalified consultants on September 26, 2024.

Calvin Reed
Secretary
Department of Transportation

Doc. No. 052467