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Volume 40 - Issue 9 - March 4, 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 163 Congestion Management/ITS. 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 “KA-5608-01 RFP – Firm Name.” Request for Proposals (RFPs) must be received by 12:00 p.m. March 19, 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.

Scope of Services to be Performed

Develop a comprehensive plan to guide sharing of fiber optic infrastructure and promote coordination when planning new fiber optic installations to support the KDOT WICHway Traffic Management system and local governments. The plan will include regional fiber sharing plans between local jurisdictions–present and future. A map of existing and planned fiber installations of all governmental systems would be compiled and shared with local jurisdictions and a report prepared that will include information compiled from all stakeholders in order to facilitate efficient sharing of fiber resources and mutually benefit all jurisdictions.

Anticipated Schedule for Subsequent Events

RFPs are due by 12:00 p.m. (CST) March 19, 2021. Evaluation and ranking of technical proposals on or about April 7, 2021 after which time all firms that submitted will be notified of the ranking. Negotiations with the most highly ranked firm to commence on or about April 21, 2021. Agreement in place and in effect June 1, 2021. RFPs are to be delivered via email to kdot.designcontracts@ks.gov.

Instructions for Proposal

No costs shall be contained in the RFP. The RFP must not exceed eight (8) pages (8.5 x 11) total to address the pertinent topics. Please use the following naming convention for submittal… KA-6102-01 RFP – Firm Name. RFPs submitted will consist of the 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.

RFPs 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/engineer in charge.
  • History of projects with similar tasks.
  • Availability of staff to meet schedule without overtime.
  • Familiarity with KDOT standards and content.
  • Any subconsultant and their role (if any) that will be performing services on the project.

Evaluation Factors

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: 1) the quality and completeness of the response; 2) qualifications and experience of consultant design personnel/manager proposed for services; 3) proposed project approach; 4) availability to respond to the work; and 5) past performance history for similar projects/services for KDOT. The highest ranked firm will be asked to enter into negotiations with KDOT for an agreement. In the event KDOT cannot reach agreement with the 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.

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. 048916

Secretary of State Seal