Volume 41 - Issue 30 - July 28, 2022

State of Kansas

Department of Transportation

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 in Table 1 below. Interested consultants must email a proposal to KDOT.DesignContracts@ks.gov by 12:00 p.m. (CDT) August 17, 2022, to be considered for selection.

Consultant Prequalification

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

• 231 Traffic Control Analysis and Design
• 322 Bridge Inspection

If a firm is not currently prequalified by KDOT, a proposal may still be submitted. Firms not prequalified must also provide documentation that demonstrates the firm is qualified. 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.

Table 1: Background and Scope of Project
Project Number	Background and Scope of Project
KA-6632-01	Obtain consultant to inspect all sign structures (estimated at 1525), all KDOT owned traffic signals (estimated at 176), all 50’ and 55’ light poles (estimated at 110) and all high mast light towers (HMLT) (estimated at 1600) on the State Highway System. The inspection data will be collected in a format that will be compatible with the current KAWS database (see Exhibit 3).

Table 2: Project Summary
Project Number	Route and Scope	Length (mi)	Project Termini
KA-6632-01	106 – Statewide All federal and state highways	Not relevant to this project	KDOT is seeking a qualified consultant firm to inspect and update its inventory of all KDOT-owed light and overhead sign structures statewide
Project Number	Type
KA-6632-01	Inspection of light and sign structures

Exhibits to Request for Proposal

The following Request for Proposal (RFP) Exhibits are attached for the information of the proposers.

• Exhibit 1: list and map of the known light, sign and signal structures.
• Exhibit 2: KDOT’s Policies and Procedures for the Inspection of Light & Sign Structures (2021).
• Exhibit 3: KDOT Computer Program InspectKaws.

Note: Exhibit documents will not be published in the Kansas Register, but you can request copies by email to KDOT.DesignContracts@ks.gov.

Additional Detail of Services

KDOT is seeking to inspect and update its inventory of all KDOT-owned light and overhead sign structures, which include high mast light towers, 50’ and 55’ tall light poles, bridge mounted sign panels, truss span sign structures, single leg sign structures (cantilever and butterfly), mast arm sign structures, dynamic message signs (over traffic and butterfly) and traffic signal structures. The majority of these structures will be concentrated in the major metropolitan areas of Kansas (Kansas City, Wichita and Topeka) as well as along interstates and major freeways. Please note: typical pole or cable supported signs and common lighting poles will not be inventoried or inspected.

KDOT intends to award a contract to provide the requested scope of services. The contract will cover all KDOT-owned light and overhead sign structures statewide. Each contract will have three phases, the performance of each phase, however, is subject to the availability of adequate funding.

• Phase A will involve inspecting all light and sign structures listed in Exhibit 1 as well as additional KDOT-owned structures which are not currently in the inventory database.
• Phase B will involve inspecting the light and sign structures designated in Phase A for annual inspection.
• Phase C will involve inspecting the light and sign structures designated in Phase A for annual inspection and two-year frequency inspection.

Database of Inventory

KDOT maintains a database called the Kansas Ancillary and Wall Structure (KAWS) Database. The inspection data and other information gathered by consultants will be entered into this database. For more information, see Exhibit 2, KDOT’s Policies and Procedures for the Inspection of Light & Sign Structures.

Anticipated Consultant Scope for Phase A

The consultant shall complete the following tasks in accordance with the Kansas Department of Transportation’s Policies and Procedures for the Inspection of Sign & Light Structures (2021) and produce the deliverables in accordance with such policies and procedures. [Additional information on the subject may be found in the FHWA Publication No. FHWA-NHI-05-036, March 2005, Guidelines for the Installation, Inspection, Maintenance and Repair of Structural Supports for Highway Signs, Luminaries, and Traffic Signals.]

• Task One – Inspect and Inventory Light and Sign Structures (including traffic signals)
  • The consultant will inspect and inventory high mast light towers, overhead sign and traffic signal structures. Structures not previously inspected before and not appearing in the inventory, relevant data shall be gathered in order to add these structures to the inventory. Structures already included in the database, inventory items shall be confirmed and verified on the structure inspection form in order to update the database. See KDOT’s Policies and Procedures for the Inspection of Sign & Light Structures (2021). The data gathered or confirmed will include, among other things, location and the structural components and materials. See KDOT’s Policies and Procedures for the Inspection of Sign & Light Structures (2021), Figure 1-1. The structural condition will be determined based on an element level inspection methodology. Finally, maintenance actions, including inspection frequency, shall be recommended. Please Note: KDOT and not the Consultant will furnish project history information as described in KDOT’s Policies and Procedures for the Inspection of Sign & Light Structures (2021), Section 2.5.
  • Task One Deliverables
    • The consultant shall give a minimum of two weeks advance notice of inspection work in each area to the KDOT project manager and the KDOT district/area personnel. This notice shall include the proposed schedule for any activities including inspection, traffic control plans and relevant safety plans.
    • Each month the data collected, including the new and updated structure inspection forms shall be uploaded to the KDOT KAWS database. Photographs of each structure shall be collected by the consultant to document the type, condition, and the serial number of the structure and uploaded into the KDOT KAWS database.
• Task Two: Structure Serial Numbers
  • The identification number for each structure has three components, the last of which is the serial number. See KDOT’s Policies and Procedures for the Inspection of Sign & Light Structures (2021), upper right-hand corner “Structure No.” on sample inspection form of Figure 1-1 and Section 2.2. All light, sign and traffic signal structures shall have a serial number affixed. The serial numbers are applied to new structures during the first in-depth inspection and re-applied to any existing structures when the serial number is no longer readable from the road. See KDOT’s Policies and Procedures for the Inspection of Sign & Light Structures (2021), Section 1.7. The consultant shall verify and photograph the serial number exhibited on each structure. If there is no serial number, or if the serial number is not readable for any reason, then consultant shall apply the serial number assigned by KDOT Ancillary Structures Section. The serial number shall be assigned and applied in accordance with the standards and requirements of KDOT’s Policies and Procedures for the Inspection of Sign & Light Structures (2021).
  • Task Two Deliverables
    • In cases where no serial number is evident or readable, the consultant shall apply the appropriate serial number. The consultant shall photograph each serial number of each structure and include such photo as one of the photos submitted for the structure. See, e.g., KDOT’s Policies and Procedures for the Inspection of Sign & Light Structures (Sept. 2018), Section 3.5.
• Task Three: UT inspection of HMLT (high mast light towers)
  • Ultrasonic shear wave testing of pole to base plate weld, and base metal directly adjacent to pole to hand hole rim. Inspections should be in accordance with AWS D1.1. Inspections shall be performed by a NDT Level II inspector, qualified to ASNT- TC-1a.
  • Task Three Deliverables
    • A photo for each weld inspected will be included in the photo set for the structure. Along with a comment with the structure record in KAWS.
• Task Four: Critical Inspection Findings
  • If any defect or deterioration is found during inspection of structures that could result in the near-term or imminent failure of structure causing it to become a hazard to the travelling public, then consultant shall immediately report it to KDOT as a “Critical Inspection Finding” and furnish a detailed written report within 24 hours. A Critical Action Plan will be prepared by KDOT based on the initial Critical Inspection Finding and written report submitted by consultant. See KDOT’s Policies and Procedures for the Inspection of Sign & Light Structures (2021), Section 3.8.
  • Task Four Deliverables
    • Consultant shall immediately report (by phone) any “Critical Inspection Finding” to: 1) KDOT project manager/KDOT Bridge Inspection Section 2) KDOT district office 3) KDOT area office.
    • After the initial report, consultant shall prepare and submit a more detailed report explaining actual field conditions through videos, photos, sketches, special field inspection notes, to the KDOT Project Manager within 24 hours. See KDOT’s Policies and Procedures for the Inspection of Sign & Light Structures (2021), Sample Report p. 83. KDOT Bridge Inspection Section in conjunction with the KDOT Ancillary Structures Section will determine whether to remove the structure immediately or conduct further evaluation of its structural soundness.
• Task Five: Review of the Policies and Procedures for the Inspection of High Mast Light and Sign Structures
  • The consultant shall review the KDOT Policies and Procedures for the Inspection of High Mast Light and Sign Structures and provide feedback on the manual.
  • Task Five Deliverables
    • The manual will be retained and maintained by KDOT but the consultant shall make suggestions for additions or deletions where necessary.

Anticipated Schedule and Key Dates

1. Proposals are due by or before 12:00 p.m. (CDT) August 17, 2022
2. The program fiscal year for this project is FY 2024 (July 2023–June 2024)
3. Important dates in Phase:
   1. Begin: Spring 2023
   2. End: December 16, 2023

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 count as two or more pages depending on size.
3. A single PDF (2MB maximum size) of the proposal including all attachments must be emailed to KDOT.DesignContracts@ks.gov by the proposal due date and time.
4. The subject line of the email and the PDF file name must read:
   1. “KA-6632-01, Inspect Light & Sign Structures, statewide_FIRM NAME”
5. The proposal must be accompanied by Special Attachments No. 8 (“Tax Clearance Certificate”) and No. 10 (“Policy Regarding Sexual Harassment”). 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.
6. The outline in Table 3 below describes the expected proposal organization and content sections.
7. Table 4 lists the evaluation criteria and associated weights which will be used to make a selection.

Table 3: Proposal Content
Section	Description of Intent
Cover Letter	1 page
Project Approach	Demonstrate a unique approach to accomplish the plan and to a high standard. Include cost-effective and optimized solutions to address the anticipated improvements. Include unique qualifications or experience related to the plan approach.
Approach to Schedule	Describe the approach to accomplish the scope 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.
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 4: Evaluation Factors
Evaluation Factor	Weight
Qualifications and experience of project manager and other key project team members proposed for services	20%
Project approach	10%
Past performance history for similar projects/services for KDOT	35%
Approach to quality control	20%
The quality and completeness of the response	5%
Demonstrated understanding of nature and scope of project	10%

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”)

Questions

All questions regarding this Request for Proposals shall be emailed to KDOT.DesignContracts@ks.gov.

Questions can be submitted until August 4, 2022; answers will be provided to all prequalified consultants on August 10, 2022.

Marcia Turner, P.E., Contracts Manager
Division of Engineering and Design

Doc. No. 050381