Volume 43 - Issue 38 - September 19, 2024

State of Kansas

Department of Transportation

Request for Proposals

Notice to Consulting Firms

The Kansas Department of Transportation (KDOT) is seeking a qualified consultant to supply personnel to perform professional services as described below. Interested consultants must upload a proposal by 12:00 p.m. (Central Time) October 2, 2024 to Bid Express page to be considered for selection. KDOT is soliciting interests for the following project.

Consultant Prequalification

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

• 231 – Traffic Control Analysis and Design

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.

Number of Staff Needed

Consultant to determine number of staff required.

Scope Type

Technical Assistance for the Manual Uniform Traffic Control Devices (MUTCD).

Anticipated Consultant Scope

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

• KDOT is looking for a consultant to provide technical assistance to the Bureau of Traffic Engineering.
• The consultant will provide staff for Engineering Services to assist in reviewing the 11th Edition of the MUTCD.
• The consultant will evaluate all the changes between the 11th edition and the 10th edition.
• For every section of the MUTCD the consultant will develop a summary and list of changes to discuss with each unit of KDOT’s Bureau of Traffic Engineering.
• Meetings will be held with each unit of KDOT’s Bureau of Traffic Engineering to discuss changes that will made to the documents listed below until a clear concise decision is made. Changes to KDOT’s documents will not necessarily be limited to those due to the MUTCD, other changes may be directed by KDOT Traffic Engineering staff.
• Based on the outcome from these meetings, no later than October 3, 2025, the consultant will then revise/update:
  • KDOT Highway Sign Manual.
  • KDOT Technical Standard Drawings.
  • KDOT Technical Specifications and Special Provisions.
• Following the KDOT’s submittal of the deliverables to the FHWA, the consultant will then revise/update the documents as necessary to allow for final document approval by FHWA no later than December 12, 2025.

Consultant Response

• List names, team function, titles, certifications/registrations, and project experience of staff who will be assigned to the project (include firm name for subconsultants).
• Indicate past services similar to these for KDOT or other clients.
• Provide any unique qualifications.
• Understanding the nature and scope of services.

Anticipated Schedule and Key Dates

1. Proposals are due on 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.
3. Negotiations with the highest ranked firm are expected to begin on or around October 25, 2024.
4. An executed agreement is anticipated around November 15, 2024.
5. The anticipated start date is November 15, 2024.
6. Target Completion dates:
   1. October 3, 2025 – Draft deliverables due to FHWA.
   2. December 12, 2025 – address comments and resubmit deliverables to FHWA.
   3. January 12, 2025 – Final documents complete.

Instructions for Proposal

1. No cost or pricing information shall be submitted with the response. Responses including cost or pricing information will be considered non-responsive and withdrawn from further consideration.
2. The consultant’s proposal shall 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 the size.
3. A single PDF (10MB 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. “P-1807-25, Consultant Engineer for MUTCD Review and Adoption 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. 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. The selected firm will be asked to enter scope and fee negotiations with KDOT for an Agreement. In the event KDOT cannot reach an agreement with the highest-ranked firm, it will terminate negotiations with such firm and commence negotiations with the next highest-ranked firm, and so on, until either agreement is reached for a satisfactory scope of services for a fair and reasonable price, or KDOT decides to pursue other alternatives.
9. Table 2 lists the evaluation criteria and associated weights which will be used to shortlist respondents and may be considered in final selection.
10. 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
Approach	Demonstrate the approach to accomplish the review of MUTCD, address the changes for State Signing Manual, standard drawings, technical specifications and special provisions.
Qualifications	Key Personnel to be assigned to this service, provide names, office location, qualifications, education and expertise. Ability to complete work by the established deadlines.
Past Performance	Describe team’s past performance with respect to meeting project schedule; quality of work and ability to control costs on similar services.
Familiar with KDOT practices	Describe team’s familiarity with KDOT process and standards. Describe the familiarity with KDOT practices regarding the MUTCD.

Table 2: Evaluation Factors
Evaluation Factor	Weight
Qualification and Experience of project managers and other key project team members proposed for services.	35%
Past performance of similar services for KDOT or other clients.	15%
Unique qualifications.	10%
Demonstrate an understanding of the nature and scope of the service.	20%
Availability to perform the work on the established deadlines.	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. 052468