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Publications iconKansas Register

Volume 41 - Issue 5 - February 3, 2022

(Published in the Kansas Register February 3, 2022.)

Gavilon Grain, LLC

Request for Proposals

Interested parties are invited to submit a proposal to complete the below scope of repairs for the proposed Gavilon Grain, LLC – Wichita, Kansas–P#87 RA-6611-22 project.

Scope of Work

Provide all necessary labor, equipment, materials, and logistical services to supply materials called for. Complete all administrative, rehab and track construction work, rail, switches, ties, ballast, tamping, and regulating required for the Gavilon Grain, LLC – Wichita, Kansas track rehabilitation project. The scope is defined further as follows:

  • Abbot – Elevator 3 Track Turnout
    • Replace existing 90lb turnout and install new 115lb turn out
    • Replace damaged/rotted switch ties
    • Furnish labor, equipment, and materials to install new turnout
  • Elevator 2 Track – Elevator 1 Track Turnout
    • Replace existing 90lb turnout and install new 115lb turn out
    • Replace damaged/rotted switch ties
    • Furnish labor, equipment, and materials to install new turnout
  • Milk Track – Tail Track 3 Turnout
    • Replace existing 90lb turnout and install new 115lb turn out
    • Replace damaged/rotted switch ties
    • Furnish labor, equipment, and materials to install new turnout
  • Abbot – Elevator 3 Track Turnout to existing 115lb rail on Elevator 3 Track
    • Replace existing 90lb rail and install 11.9 tons of #1 relay 115lb rail
    • Furnish labor, equipment, and materials to install #1 relay 115lb rail
  • All new rail joints are to be UT welded by certified welder(s)
  • Elevator 1 and 2 and Tail 1 and 2 Tracks
    • Replace 500 cross ties with new 6”x8”x8’6” grade #3 or better cross ties
      • Furnish labor, equipment, and materials to install new cross ties
    • Any remaining new ties will be placed in either Elevator 3 track or Tail 3 track
    • Add 1,400 tons of clean 2” railroad ballast rock
      • Tamp and regulate to proper height and cross-level
      • Machine regulate and dress on accessible track. Hand regulate where not accessible by machine
    • Furnish labor, equipment, and materials to add 1,400 tons of ballast, tamp, and regulate

MSA and Roadway Worker Protection

Contractors must complete, and have on file, a current Master Service Agreement or Construction Agreement with Gavilon Grain, LLC before the works begins.

  1. Contractor shall comply with all parts of 49 CFR Part 214 and 219 regarding FRA Roadway Worker Safety at all times. Personnel and equipment shall remain clear of the track unless they have gained Roadway Worker Protection from a qualified person.
  2. Contractor shall wear required personal protective equipment (PPE) at all times while on property. Minimum PPE includes: Hard hat, safety glasses (with side shields), class III high visibility vest or clothing, leather gloves, and steel toed leather work boots.
  3. Contractor, contractor employees, agents, and/or subcontractors must be enrolled and comply with FRA 219 approved drug testing program.
  4. Any subcontracted work shall have written approval by the Gavilon Grain, LLC project manager prior to construction.
  5. Contractor is responsible for securing roadway worker protection (flagger protection) when working within 25 feet of adjacent K&O Railroad mainline rail.

Work Windows

Impact to current railroad operations must be kept to a minimum. When work must take place that causes an active track to be taken out of service for the purposes of performing the work that pertains to this project, the contractor must arrange a defined work window with Gavilon Grain, LLC prior to commencing work. Contractor can anticipate a minimum eight hours with no more than one scheduled interruption in the work window between the hours of 07:00 and 17:00. This project will consist of two phases. The first phase will be completed in the first half of June 2022 and the second phase is TBD later this year, or a 24-hour shift to complete all work related to this project in June 2022 will be available if desired by contractor. This topic will be further discussed and clarified at the pre-proposal meeting.


All standards referenced by the project plans, scope of work, and specifications, as well as applicable AREMA standards much be upheld during all phases of the project. All rail shall be replaced with a standard gauge of 56-1/2.”


The following documents shall be submitted, at the time listed, by the contractor as part of the project:

  1. Schedule of work – Submitted with proposal
  2. Certificate of Insurance – Submitted prior to construction
  3. Safety Plan – Submitted prior to construction
  4. Proof of Roadway Worker Training – Submitted prior to construction
  5. Rail Testing (if AREMA #1 relay is used) – Submitted prior to construction
  6. Rail Weld UT Test Requirements (all rail comp welds) – Submitted with billing

Other Responsibilities

  1. Permits – Contractor is responsible for all federal, state, and local permits for the work.
  2. Utilities – Contractor is responsible to locate and protect site utilities.
  3. Site Clean-up – Contractor is responsible for proper site disposal of materials in accordance with local, state, and federal laws. Contractor is responsible for site restoration. Contractor is responsible for securing dumpster and hauling off used material. No old ties will be allowed to be stored on site in a pile.
  4. Right of Way Access – Contractor is responsible for obtaining proper right of way entry prior to leaving Gavilon Grain, LLC property and entering Watco Companies (K&O Railroad) property.
  5. KDOT Grant – All requirements applicable to the contractor pursuant to the grant provided to Gavilon Grain, LLC from the Kansas Department of Transportation in connection with the project.


Contractor shall purchase required insurance coverage and submit verification of Certificate of Insurance prior to construction. Contractor shall address insurance requirements by Watco Companies (K&O Railroad) and submit proof to both Gavilon Grain, LLC and Watco Companies.


All material shall meet or exceed the requirements found in the project plans and/or specifications as well as applicable AREMA requirements. Material storage is granted within the pre-determined and designated area located on Gavilon Grain, LLC property. No materials shall be stored in the event that railroad tracks are fouled at any time. Material and equipment laydown areas shall be discussed and further clarified at the pre-proposal meeting. Contractor is responsible for furnishing all required materials to complete project.

Non-Project Areas

Gavilon Grain, LLC has secured access to the project through the K&O Railroad. Other access may be obtained by the contractor if they so choose. All areas (public, private, and railroad right of way) that are used to access the project, including areas of the railroad right of way which have no proposed work, shall be maintained and/or remediated, incidental to the project, by the contractor to the satisfaction of the property owner if damage to those areas occur.

Project Completion

All work pertaining to this project shall be completed by March 1, 2023. Failure to complete the work by March 1, 2023 may result in the Contractors removal from the property or charges of $2,500/day until completed to satisfaction.

Submission of Proposal

All proposals must be submitted no later than February 28, 2022. All submitted proposals shall be reviewed by Gavilon Grain, LLC. Please ensure the submitted proposal includes all required information. Any incomplete proposal will be rejected. The structure of the proposal must be clearly understood and shall provide the following line items and provide cost as required below:

  1. Provide total sum of all line items on the proposal
  2. Mobilization and Demobilization – Lump sum
  3. Labor – Lump sum
  4. Materials – (ballast, rail, turnouts, switches, OTM, ties, and other miscellaneous supplies)
  5. Tamp and Regulate – Lump sum
  6. Performance Bond (sum not less than amount of awarded contract) – Lump sum

Pre-Proposal Meeting

Gavilon Grain, LLC shall hold a pre-proposal meeting at the project site at 9:00 a.m. (CST) Friday, February 11, 2022. The meeting shall be held at Gavilon Grain, LLC, 5755 S. Hoover Rd., Wichita, KS 67215. Contractors are required to be present at this meeting to submit a proposal or their proposal can be rejected.

Work Reporting

Daily work reports must be filled out and submitted to Neil Schott, Gavilon Grain, LLC Project Manager, phone 402-889-4499, email Weekly reports shall include updates to project schedules, any delays, or any change to the original scope of work. A detailed summary report shall be submitted at the completion of the project.

Neil Schott
Project Manager

Doc. No. 049770