Volume 43 - Issue 6 - February 8, 2024

State of Kansas

Department of Transportation

Request for Proposals

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) February 28, 2024, to be considered for selection.

Consultant Prequalification

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

• 163– Congestion Management/ITS
• 334 – Sub-Surface Utility Engineering
• 336 – Right of Way Services

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-7297-01	KDOT has undertaken several projects that have resulted in conduit containing seven micro-ducts having been installed along KDOT rights-of-way. This results in several available micro-ducts that are open and available and could be used to provide broadband service to the underserved/unserved areas of the state. KDOT is seeking proposals from qualified firms to assist KDOT with development of a policy and procedures for allowing third-party broadband providers access to available micro-ducts in KDOT owned conduit installed on KDOT rights-of-way statewide.

Anticipated Consultant Scope

Serve as the project management consultant on the project with the primary objective being the development of a policy and procedures for allowing third-party broadband providers access to the available micro-ducts in KDOT owned conduit installed on KDOT rights-of-way. Scope will include:

• Conduct a comprehensive review/analysis of other states’ policies/procedures for allowing access to state owned conduit/dark fiber to document current/best practices that may work to inform the development of the new KDOT policy/procedures.
• Assemble a steering committee ensuring a diverse representation, to include broadband providers, to collect relevant input, address concerns, and ensure that the new policy and procedures reflect a collaborative, transparent and inclusive approach.
• Work closely with KDOT’s Office of Chief Counsel and Division of Policy to ensure the new policy complies with all relevant laws, regulations, and industry standards. Address any legal or regulatory requirements that may impact the policy development process.
• Draft the new policy document. This document should include the following:
  • Inclusion of a dig-once policy, promoting the potential for collaboration on future KDOT fiber projects.
  • Determine ability to lease/sale/license open ducts and whether it will take legislation for this to occur.
  • Develop the document to be used to convey access to provider.
  • Determine ability to reinvest any collected moneys into the Innovative Connective Technologies program for future fiber/conduit installation projects.
  • Determine needed staffing to manage a program; ability to manage the process as well as the ongoing maintenance/operation of the facility.
  • Determine best methods and channels to be used to transparently promote the opportunities of utilizing available ducts or collaborating on future projects.
  • Include information on possibility of “shared” resources (for example: PoP buildings, vaults, regen stations) on KDOT right-of-way.
  • Document shared responsibilities such as one call response.
  • Determine a forecasted revenue given an estimated occupancy level.
• Plan for prioritizing KDOT’s future conduit/fiber installations.
• Receive all required reviews and approvals of final document.
• Conduct a final review to ensure that all aspects of the policy development project have been successfully completed.

Anticipated Schedule and Key Dates

1. Proposals are due by or before 12:00 p.m. (Central Time) February 28, 2024.
2. Anticipated Start Date: Spring 2024; End date: Spring 2025.
3. The program fiscal year for this project is FY2024-25 (April 2024 – April 2025).
4. Ranking of proposals is expected to occur on or around March 1, 2024.
5. Negotiations with the most highly ranked firm are expected to begin on or around March 11, 2024.
6. An executed agreement is anticipated around April 10, 2024.

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 (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 subject line of the email and the PDF file name must read:
   1. “KA-7297-01 KDOT Broadband Open Acc. Pol. & Proc. Dev., Statewide FIRM NAME”
5. The proposal must be accompanied by Special Attachments No. 8 (“Tax Clearance Certificate”); No. 10 (“Policy Regarding Sexual Harassment”) and No. 12 (“Certification of Company Not Currently Engaged in the Procurement or Obtainment of Certain Equipment, Services, or Systems”). 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. All 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 2 below describes the expected proposal organization and content sections.
7. Table 3 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 2: Proposal Content
Section	Description of Intent	Page Limit
Cover Letter		1 Page
Project Approach	Demonstrate a unique approach to accomplish the scope to a high standard. Include cost-effective and optimized solutions to address the anticipated policy/procedure development. Include unique qualifications or experience related to the scope 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. 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 nature and scope of the project. Describe familiarity with the project area and any identified special conditions for the project.

Table 3: Evaluation Factors
Evaluation Factor	Weight
The quality and completeness of the response.	15%
Qualifications and experience of project manager and other key project team members proposed for services.	25%
Project approach.	10%
Approach and commitment to meet advertised schedule.	20%
Demonstrated understanding of nature and scope of project.	10%
Identification of special conditions to be considered for the project.	10%
Past performance history for similar projects/services for KDOT.	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”)
• Special Attachment No. 12 (“Certification of Company Not Currently Engaged in the Procurement or Obtainment of Certain Equipment, Services, or Systems”)

Questions

All questions regarding this Request for Proposals shall be submitted via Q&A section of bid form in Bid Express.

Questions can be submitted until February 15, 2024; answers will be provided to all prequalified consultants on February 22, 2024.

Calvin Reed
Secretary
Department of Transportation

Doc. No. 051851