Volume 42 - Issue 42 - October 19, 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):

• 211 Highway Design–Major Facility
• 231 Traffic Control Analysis and Design
• 401 Landscape Seeding and Erosion Control

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-6105-03	This project involves construction of passing lanes along US-83 in Scott County. The scope also includes intersection improvements. KDOT performed a high-level study to determine approximate locations of passing lanes and has identified the intersections that need improved. The project is scheduled for letting in fiscal year 2027 (July 2026 to June 2027). Services associated with this Request for Proposals include preliminary design and final design. No discovery services will be required.
KA-6105-02	This project involves construction of passing lanes along US-83 in Finney County. The scope also includes intersection improvements. KDOT performed a high-level study to determine approximate locations of passing lanes and has identified the intersections that need improved. The project is scheduled for letting in fiscal year 2027 (July 2026 to June 2027). Services associated with this Request for Proposals include preliminary design and final design. No discovery services will be required.

Table 2: Project Summary
Project Number	Route and Scope	Length (mi)	Project Termini
KA-6105-03	083-086 Passing Lanes and Intersection Improvements	4	Scott City
KA-6105-02	083-028 Passing Lanes and Intersection Improvements	8	Finney/Scott County line

Anticipated Consultant Scope

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

• Preliminary Design Services.
• Final Design Services.
• Public Involvement Services.
• Letting and Construction Phase Services.
• 3D Electronic Deliverables Preparation.
• Environmental Documentation Preparation (Permitting).

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

Project Management

• Develop and communicate Project Management Plan and Quality Assurance Plan.
• Perform Quality Control Checks according to Quality Assurance Plan.
• Provide electronic plan files compliant with KDOT Graphic Standards Manual, including CAD conformance checks and ControlCAD indexed DGN files with ProjectWise attributes.
• Provide bi-annual construction cost estimates and at major project milestones.

Road Design

• Develop Preliminary Plans to Field Check.
• Develop Final Plans for Construction.
• Perform roadway geometric design, drainage design, intersection analysis.
• Visit the project site location.

Traffic Engineering

• Traffic Control Plans: This project will require traffic to be carried through construction.
• Develop permanent signing and pavement marking plans.
• Develop temporary traffic control plans.

Public Involvement

• Plan for at least one public open house.

Activities to be performed by KDOT are likely to include:

• Survey (project is currently being surveyed; anticipated completion date is October 27, 2023).
• Development of existing Right of Way.
• Environmental Services:
  • Permit application.
  • Technical data to support these activities will be required from the Consultant immediately after field check.
  • Permits will include NPDES – Storm Water Runoff Permit in which KDOT will require information from consultant:
    • Total project site area in acres.
    • Total disturbed area in acres (from Seeding Plans).
    • Impervious area in square feet (existing and proposed).
    • The above information needs to be provided by the consultant (90) days prior to letting.
• Utility Coordination, if required.
• Geotechnical Services including soil investigations, pavement field investigation and design, and surfacing recommendations.

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 3, 2023. Negotiations with the most highly ranked firm are expected to begin on or around November 8, 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 November 13, 2023.
3. The program fiscal year for this project is FY2027 (July 2026–June 2027).
   • PLNMR: November 13, 2023
   • FDCHK: August 13, 2024
   • PLROW: September 25, 2024
   • PLNTE: December 15, 2025
   • UTILP: March 11, 2025
   • PLCOM: August 17, 2026

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 PDF file name must read:
   1. “KA-6105-03 & KA-6105-02_Passing Lane & Intersection Improvements 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.
8. 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 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%
Approach and commitment to meet advertised schedule	20%
Past performance history for similar projects/services for KDOT	25%
Availability to respond to the work	10%
The quality and completeness of the response	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”)

Special Contract Conditions

This project will be managed by KDOT Road Design.

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. 051549