Volume 40 - Issue 16 - April 22, 2021

State of Kansas

Department of Transportation

Notice to Consulting Firms

The Kansas Department of Transportation (KDOT) is seeking qualified consulting engineering firm(s) for the project listed below. Interested consulting firms must: (a) be prequalified by KDOT or otherwise demonstrate qualification in the following category: Category 111 Rail Systems Planning. Consultants may create a team to meet the prequalification requirements. A PDF must be emailed to David Lutgen, P.E., Contracts Engineer at kdot.designcontracts@ks.gov. Responses are to be limited to eight pages, the subject line of the reply email and the file name must read “Rail Project Oversight Support RFP – Firm Name.” Proposals must be received by 12:00 p.m. May 7, 2021 for the consulting firm to be considered.

If a firm is not currently prequalified by KDOT a response may still be submitted.  Firms not prequalified must also provide documentation that demonstrates the firm is qualified for each specified category listed in this Notice for the project. Firms may 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. 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 Purpose of Project

The Eisenhower Legacy Transportation Program, also known as IKE, has provided additional funding resources to many of KDOT’s local programs. As a result, KDOT has seen an increase in funding options for railroad projects and an increased interest in railroad improvement programs. The result is an increase in awarded projects and the need for additional project oversight resources. Railroad improvement projects are currently being funded through the following programs: Rail Service Improvement Fund (RSIF), the new Short Line Rail Improvement Fund (SLRIF), Cost Share Program (CSP), and Economic Development Program (EDP). The Freight and Rail Unit is in need of project oversight resources to monitor existing and future projects.

Scope of Services to be Performed

KDOT is seeking proposals from qualified firms to assist KDOT with project oversight on rail infrastructure improvement projects. Project oversight will be coordinated with the KDOT Freight and Rail Unit and the railroad or shipper project sponsor and will consist of project tracking from project award through project completion. This will consist of a pre-construction review, coordination with the project sponsor and KDOT staff on project status updates, post-construction review, and project closeout. The review process does not include an engineering review of design documents. It is expected that the project sponsor will supply the necessary information, no site visits will be required. Each project review will result in a brief written report documenting the project phases and progress. Reviews will be submitted to the KDOT Freight and Rail Program manager within two weeks of each review. A monthly coordination call to discuss project status will be required. It is anticipated that there will be, on average, 15-20 rail improvement projects per calendar year. In addition to the project reviews, the selected firm will also be asked for a limited amount of support for the Freight and Rail Unit with other non-project specific reporting requirements.

Anticipated Schedule for Subsequent Events

Proposals are due by 12:00 p.m. (CST) on May 7, 2021. Based on the qualifications submitted in the proposal and other information available to KDOT, on or about May 19, 2021, KDOT will select a firm for rail improvement project oversight. Negotiations with the selected firm will commence on or about June 1, 2021, with an agreement in place and in effect no later than August 1, 2021. Proposals are to be delivered via email to kdot.designcontracts@ks.gov.

Instructions for Proposal

No costs shall be contained in the proposals. The proposals must not exceed four (4) pages total to address the pertinent topics. Please use the following naming convention for submittal…Rail Project Oversight Support RFP – Firm Name. Proposals submitted will consist of the complete proposal and a completed and signed Special Attachment No. 7 (“Certificate of Final Indirect Costs”), a completed and signed Special Attachment No. 8 (“Tax Clearance Certificate”), and a completed and signed Special Attachment No. 10 (“Policy Regarding Sexual Harassment”). Subconsultants will need to complete these attachments as well. All these forms are attached to the original email announcement.

Proposals shall describe any processes or procedures, including best practices, that will be used to perform tasks and to produce deliverables described above under “Scope of Services to be Performed.” Also, include items such as:

• Project manager
• History of projects with similar tasks
• Availability of staff to meet schedule without overtime
• Familiarity with KDOT policies and procedures
• Any subconsultant and their role (if any) that will be performing services on the project

Evaluation Factors

Request for Proposals (RFPs) will be evaluated based on the factors listed below, evenly weighted, to rank the most qualified firm in order of preference as first, second, third, etc. Evaluation factors will include: 1) the quality and completeness of the response; 2) qualifications and experience of consultant for rail project oversight services; 3) availability to perform the work; and 4) past performance history for similar projects/services. The selected ranked firm will be asked to enter into negotiations with KDOT for an agreement. In the event KDOT cannot reach agreement with the selected 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.

Exhibits to this RFP

• Special Attachment No. 7 (“Certificate of Final Indirect Costs”)
• Special Attachment No. 8 (“Tax Clearance Certificate”)
• Special Attachment No. 10 (“Policy Regarding Sexual Harassment”)

Contract Terms and Conditions

A standard KDOT agreement for engineering and technical services will be used for this project. Special Attachments for the Kansas “Tax Clearance Certificate,” the “Certification of Final Indirect Costs,” and the Special Attachment No. 10 (“Policy Regarding Sexual Harassment”) will also eventually become attachments to the contract.

Questions about this RFP shall be sent by email to KDOT at kdot.designcontracts@ks.gov.

Calvin E. Reed, P.E. Director
Division of Engineering and Design

Doc. No. 049073