Volume 44 - Issue 15 - April 10, 2025

State of Kansas

Department of Transportation

Request for Proposals

Multiple Projects for Right of Way Services- Existing and/or Proposed - April 2025

The Kansas Department of Transportation (KDOT) is seeking a qualified consulting firm, or team of firms, to perform right of way services on multiple projects in various counties that are currently waiting on official ROW plans. Summary information for each project is provided below in Table 1.

Interested consultants must submit a proposal as laid out herein by 12:00 p.m. (Central Time) April 25, 2025, to be considered for selection. Note, proposals due are set at earlier date than the other Right of Way Services Request for Proposals that is released this month.

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

Right of Way Services former category 336, is no longer a prequalified category and not listed in the new blue book, this project however does require those services. Here are the qualifications that must be demonstrated to be considered qualified

Right of Way Services

Development of the Existing Highway Right of Way Features and Preparation the proposed Highway Right of Way. The Bureau of Right of Way will assist in the activities between the consultant and the Bureau of Design to expedite the consultant’s development of the existing highway right features and preparation of the legal description for the proposed highway right of way. The consultant shall use the electronic data processing techniques in design and plan preparation and said data files shall be organized as described in KDOT’s “Graphic Standards Manuals”; delivered Intergraph’s CADD files in the most current version of Microstation; and conform with the standard practices as described in the “Bureau of Right of Way – Engineering Section Manual”.

The Bureau of Right of Way will provide the consultant (if not turnkey) with the following items as they become available in the course of the project development: Field Survey notes; project plans; strip map with tracts enumerated; certificates of title; available graphic files in the form of an Intergraph CADD design file in the current version of Microstation; and at the proper time, coordination with the Bureau of Design for establishing final right of way.

Qualifications

The consultant must be staffed with a licensed land surveyor from the State of Kansas who is directly responsible for the services.

For the listed blue book categories, 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 https://www.ksdot.gov/doing-business/design-consultants/design-consultant-prequalification. 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

With this single solicitation, KDOT is requesting consulting services for right of way services, projects that are waiting on official ROW plans, the projects are listed in Table 1. This table provides summary information for each project. One consultant will be selected to perform services associated with each project listed. Firms can express interest in the project for which they would like to be considered by submitting a response as indicated below. There is no guarantee that a firm which has expressed interest will be selected for any project(s).

Anticipated Consultant Scope

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

For all the proposed right of way projects listed in Table 1 below, the consultant will be developing the proposed or existing right of as per the standards and references of the Road design and BROW policies and manuals. Deliverables associated with the scope are anticipated to include: marked up plans for final right of way corrections, detailed documentation outlining the method for establishing the proposed right of way station offset report, exhibits for each tract/parcel, legal description for right of way and easements for each tract and/or parcel with the detailed outlining/method for establishing the parcel, a closure report with each legal for each parcel based on bearings/distances from description – not cogo, the final strip map in .DGN, .PDF, and .KMZ format with the proposed tracts and parcels, and a staking package. The scope included herein may not be all- inclusive and is subject to change. A scoping meeting will take place after consultant selection is made.

Table 1: Summary of Project Information
Group	RT-CO	Project #	Project Type	Tracts	BROW Letting - 18MO	KDOT Letting Date
Dickinson	15-21	KA-6561-01	Widen Shoulder and Bridge Replacement	23	January 22, 2025	July 22, 2026
Brown	73-7	KA-7009-01	Bridge Replacement	4	March 15, 2026	January 19, 2028
Jefferson	004-44	KA-7010-01	Bridge Replacement	4	March 20, 2027	September 15, 2028
Washington	22-101	KA-7013-01	Bridge Replacement	8	February 18, 2026	August 18, 2027
Ellsworth	14-27	KA-7014-01	Bridge Replacement	4	April 20, 2026	October 20, 2027

Anticipated Schedule and Key Dates

1. Proposals are due by or before 12:00 p.m. (Central Time) April 25, 2025.
2. Ranking of proposals is expected to occur on or around April 28, 2025. Negotiations with the most highly ranked firm are expected to begin on or around May 5, 2025. An executed agreement is anticipated shortly thereafter.
3. Anticipated scope starts dates will be as soon as selection and agreements are in place. All dates are subject to change.

Due to the schedule the proposed ROW will require completion dates within the next 60 days.

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 3 below (including any cover letter, index, etc.) Page limit includes the requested Consultant Qualification Form for removed category(s). 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. “ROW Multiple Projects- Existing and/or Proposed 2025.04_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 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.
   2. Consultants may indicate interest in any and all projects, indicate preference (s) for up to three projects, and shall both indicate interest and preferences on the “April 2025 Proposed Right of Way Services Interest & Preference Form is provided on the Bid Express page to complete and upload. Also, consultants are to use the bottom of that form to indicate any capacity limitations that need to be taken into account when making selections.
   3. Thereafter, each team is limited to two pages per project in which they express 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.
      3. Provide the firm’s familiarity with KDOT and the project area.
   4. Finally, consultants are limited to a single, on-page descriptions of general qualifications (“Past Performance” selection plus “Approach to Quality Control” section) regardless of the number of projects in which they are expressing interest.
7. Table 3 lists the evaluation criteria and associated weights which will be used to make a selection.
8. Although not anticipated at this time, KDOT reserves the right to interview for the requested services associated with any of the listed projects prior to making final selections.
9. Table 4 lists the evaluation criteria and associated weights which will be used to shortlist respondents and may be considered in final selection.

Table 2: Proposal Content
Section	Description of Intent	Page Limit
Cover Letter		1 Page
Qualification Form for Removed Category(s)	Fill out the “Consultant Qualification Form” for the indicated removed category(s) and submit with your proposal. Description of category indicated on page 1 of Request for Proposals.	2 Pages per each Removed Category
Consultant Project Interest and Preference	Fill out “April 2025 Proposed Right of Way Services Interest & Preference Form” and submit with your proposal.	1 Page
Project Approach	Demonstrate a unique approach to accomplish the needs of the project efficiently and to a high standard. Include cost-effective and optimized solutions to address. Include unique qualifications or experience related to the project approach.	2 Pages
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.	2 Pages
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 3: Evaluation Factors
Evaluation Factor	Weight
Qualifications and experience of project manager and other key project team members proposed for services	5%
Project approach	5%
Approach and commitment to meet advertised schedule	60%
Past performance history for similar projects/services for KDOT	20%
Availability to respond to the work	5%
Understanding of KDOT CAD standards and expectations for deliverables	5%

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

All work will for the proposed ROW will be coordinated with the staff of the BROW ENG Section.

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 16, 2025; answers will be provided to all prequalified consultants on April 21, 2025.

Calvin Reed
Secretary
Department of Transportation

Doc. No. 053029