Volume 42 - Issue 41 - October 12, 2023

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 submit a proposal as laid out herein by 12:00 p.m. (Central Time) November 1, 2023, to be considered for selection.

Consultant Prequalification

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

• For both Projects:
  • 231 Traffic Control Analysis and Design
  • 162 Long Range Planning
  • 212 Highway Design – Minor Facility
• Additionally for Project # KA-6481-01:
  • 212 Highway Design – Minor Facility

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 for each specified category listed in this notice 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 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.

KDOT will select one firm for both projects.

Table 1: Background and Scope of Project
Project Number	Background and Scope of Project
KA-6480-01	KA-6480-01: US-24: bridge #104 (over US-24 highway) located at the east US-24/Old US-75 highway junction (southbound) and bridge #105 (over US-24 highway) located at the east US-24/Old US-75 highway junction (northbound).
KA-6481-01	KA-6481-01: Replacement of US-24: bridge #076 westbound (over Goodyear Plant entrance) located 1.67 miles east of the US-24/US-75 junction and bridge #077 eastbound (over Goodyear Plant entrance) located 1.25 miles east of the US-24/US-75 junction.

Table 2: Project Summary
Project Number	Route and Scope	Length (mi)	Project Termini
KA-6480-01	024-089 Bridge Replacement Project	0.25 mile	Over US-24 highway.
KA-6481-01	024-089 Bridge Replacement Project	0.25 mile	Goodyear Road.

Anticipated Consultant Scope

KDOT anticipates the following to be included in the consultant’s scope for both projects:

• Public Involvement Services
• Final Design Services
• Additionally for KA-6480-01:
  • Preliminary Design Services

Current expectations for consultant scope are detailed below. The scope included herein may not be all-inclusive. A scoping meeting will take place after consultant selection is made.

KA-6480-01

The scope for KA-6480-01 is to be completed by the consultant and consultant will coordinate with concurrent project 24-89 KA-6481-01 (replacement of bridges #076 and #077 on US-24).

• Traffic Engineering:
  • Traffic Analysis:
    • Perform traffic analysis for phases of construction (closing of Stover Road), detour options, single lane US-24, etc.)
  • Produce TMP.
  • Traffic Modeling.
  • Develop Traffic Control Plans.
  • Develop Signing and Pavement Marking Plans.
• Public Involvement:
  • Meetings with stakeholders, production of handouts, public meetings (1 or 2 meetings).

On 24-89 KA-6480-01 KDOT Road and KDOT Bridge Design will design this project in-house; therefore, coordination will be needed with them.

KA-6481-01

The scope for KA-6481-01 is to be completed by the consultant and consultant will coordinate with concurrent project 24-89 KA-6480-01 (reconstruction of twin bridges 104 and 105 (Stover Road) over US-24).

• Traffic Engineering:
  • Traffic Analysis:
    • Perform traffic analysis for phases of construction (closing of Goodyear Road, detour options, single lane US-24, etc.)
  • Produce TMP.
  • Traffic Modeling.
  • Develop Traffic Control Plans.
  • Develop Signing and Pavement Marking Plans.
  • Final Roadway Design including Verification of Preliminary Roadway Design.
• Public Involvement:
  • Meetings with stakeholders, production of handouts, public meetings (2-3 meetings).

On 24-89 KA-6481-01 KDOT Bridge Design will design this project in-house; therefore, coordination will be needed with them.

Anticipated Schedule and Key Dates

1. Proposals are due by or before 12:00 p.m. (Central Time) November 1, 2023.
2. Ranking of proposals is expected to occur on or around November 10, 2023. Negotiations with the most highly ranked firm are expected to begin on or around November 17, 2023. Negotiations will proceed quickly through scoping, manhour/fee negotiation, and NTP. In the event KDOT cannot reach agreement with the selected firm, it will terminate negotiations 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. An executed agreement is anticipated around December 1, 2023.
3. The program fiscal year for this project is FY2026-2028 (July 2025-2027–June 2026-2028).

KA-6480-01 Schedule:

• Currently under construction with letting in FY2028.

KA-6481-01 Schedule:

• Traffic analysis and TMP completed by date of January 31, 2023.
• Traffic Control, Signing and Pavement Marking plans submitted for review by Plans to Traffic Engineering date of July 15, 2024.
• Final Traffic Control, Signing and Pavement Marking plans submitted by Final Plans to Design date of January 15, 2025.
• Public Meeting or stakeholders’ meetings around Spring 2024.
• Public Meeting around letting or beginning of construction in Fall 2025.

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 counted as two or more pages depending on size.
3. A single PDF (10MB maximum size) of the proposal including all attachments 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. “KA-6480-01 & KA-6481-01_Traffic and Public involvement 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. 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 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. Depending on the number of responses received, KDOT may elect to shortlist (based on proposals) to no more than 3-5 firms and hold in-person interviews prior to final selection (which may be based on both proposal and interview content). If KDOT deems them necessary, interview evaluation criteria will be distributed to shortlisted consultant teams in advance.

Table 3: Proposal Content
Section	Description of Intent	Page Limit
Cover Letter		1 Page
Project Approach	Demonstrate a unique approach to accomplish the design efficiently and to a high standard. Include cost-effective and optimized solutions to address the anticipated improvements in the design. Include unique qualifications or experience related to the project approach.
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.
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	30%
Project approach	15%
Approach and commitment to meet advertised schedule	10%
Past performance history for similar projects/services for KDOT	10%
Availability to respond to the work	15%
Approach to quality control	5%
Understanding of KDOT Technical Policies	15%

Contract Terms and Conditions

A standard KDOT agreement for engineering and technical services will be used for professional services projects. KDOT will select one firm for both 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 October 19, 2023; answers will be provided to all prequalified consultants on October 26, 2023.

Calvin Reed
Secretary
Department of Transportation

Doc. No. 051550