Volume 44 - Issue 15 - April 10, 2025

State of Kansas

Department of Transportation

Request for Proposals

EN-3789-26 and EN-3789-27 – Embedded State Highway System Bridge Inspection Services

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 below. Interested consultants must submit a proposal as laid out herein by 12:00 p.m. (Central Time) April 30, 2025, to be considered for selection.

Consultant Prequalification

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

• 322 – Bridge Inspection
• 323 – Underwater Bridge Inspection

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.

Background and Scope of Project

The Kansas Department of Transportation, Engineering and Design, Bureau of Structures and Geotechnology Services (BSGS), Bridge Inspection Unit is seeking assistance in conducting routine and special bridge Inspections on the state highway system under a two-year contract. Two project numbers will be used each fiscal year of the project. The firm selected will provide certified team leaders who will assist KDOT BSGS personnel in scheduling, conducting, and reviewing inspections of bridge and culvert structures throughout the state. The consultant will also assist in training KDOT bridge inspectors. The consultant provided Team Leaders must have completed the two-Week NHI Bridge Inspection Course (NHI 130055), be up to date on the Bridge Inspection Refresher Course (NHI 130053), have completed the NSTM Inspection Course (NHI 130078), and have completed the Underwater Inspection Course (NHI 130091). The consultant will also be required to regularly update inspection and project data for use off site and archive project documents into the electronic bridge packets kept by BSGS. The consultant shall have two individuals that are embedded with KDOT BSGS in the field and in office, as required for work, typically four days per week. This may be from 26 to 52 weeks per year, as required for work with meeting schedule without overtime.

Anticipated Consultant Scope

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

Providing team leaders to lead KDOT inspectors scheduling, conducting and reviewing routine, special, and underwater bridge inspections in compliance with federal regulations concerning bridge safety inspections for bridge and culvert size structures on the state highway system, statewide.

Specific duties of the firm for specific bridge locations will be determined by the state bridge inspection engineer. Duties that the firm selected is anticipated to coordinate with KDOT forces to perform include:

• Routine Bridge Inspections:
  • Schedule bridges for routine inspections:
    • Assign inspection crews.
  • Perform field work for the routine bridge inspections:
    • Complete the inspection in InspectX (ratings, notes, photos, and recommendations).
  • Review the scheduled inspections for the assigned area:
    • Update the ABCD list and the Maintenance list.
    • Attend and Run Area Review Meeting.
• Special (NSTM) and Routine Snooper Bridge Inspections:
  • Schedule bridges for Special (NSTM) and Routine Snooper Inspections:
    • Assign inspection crews.
    • Coordinate and set up traffic control with the area office.
    • When necessary, coordinate with the railroad for a flagger.
  • Perform field work for Special (NSTM) and Routine Inspections:
    • Operate the necessary equipment to complete the inspections.
    • Complete the inspection in InspectX (ratings, notes, photos, and recommendations).
    • Update the Defect spreadsheets.
  • Review the scheduled inspections:
    • Update the ABCD list and the Maintenance list.
• Underwater Bridge Inspections:
  • Schedule bridges for underwater inspections:
    • Assign inspection crews.
    • Coordinate the equipment that is needed.
  • Perform field work for the routine bridge inspections:
    • Complete the inspection in InspectX (ratings, notes, photos, and recommendations).
  • Review the scheduled inspections for the assigned area:
    • Update the ABCD list and the Maintenance list.
• Emergency damage inspections.
• Assist with the Implementation of the specifications for the national bridge inventory.

KDOT, at the Secretary’s discretion, reserves the right to retain for subsequent consulting services the consultant selected to provide services associated with this Request for Proposals.

Anticipated Schedule and Key Dates

1. Proposals are due by or before 12:00 p.m. (Central Time) March 30, 2025.
2. Ranking of proposals is expected to occur on or around May 2, 2025. Negotiations with the most highly ranked firm are expected to begin on or around May 23, 2025. An executed agreement is anticipated around June 13, 2025.
3. The program fiscal year for this project is FY2026 -FY2027(July 2025–June 2027). Project number for each Fiscal Year.
   1. Anticipated Start Date: July 1, 2025
   2. Target Completion Date: June 30, 2027

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. “EN-3789-26 & EN-3789-27_Embedded State Hwy System Br. Inspection 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 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. Table 2 lists the evaluation criteria and associated weights which will be used to shortlist respondents and may be considered in final selection.

Table 1: Proposal Content
Section	Description of Intent	Page Limit
Cover Letter		1 Page
Project Approach	Demonstrate a unique approach to accomplish the bridge inspection efficiently and to a high standard. Include cost-effective and optimized solutions to address the anticipated improvements in the task. Include unique qualifications or experience related to the project approach.
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 KDOT Bureau of Structures and Geotechnical Services	Describe team’s familiarity with KDOT’s Bridge Inspection process and standards. Describe familiarity with KDOT Bureau of Structures and Geotechnical Services and its practices.

Table 2: Evaluation Factors
Evaluation Factor	Weight
Qualifications and experience of project manager and other key project team members proposed for services	20%
Past performance history for similar projects/services for KDOT	10%
Availability to respond to the work	20%
Unique qualifications	5%
Approach to quality control	15%
The quality and completeness of the response	10%
Understanding of KDOT Technical Policies	5%
Demonstrated understanding of nature and scope of project	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”)
• Special Attachment No. 12 (“Certification of Company Not Currently Engaged in the Procurement or Obtainment of Certain Equipment, Services, or Systems”)

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.

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 April 17, 2025; answers will be provided to all prequalified consultants on April 24, 2025.

Calvin Reed
Secretary
Department of Transportation

Doc. No. 053025