Volume 43 - Issue 18 - May 2, 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 projects described in Table 1 below. Interested consultants must submit a proposal as laid out herein by 12:00 p.m. (Central Time) May 29, 2024, to be considered for selection.

Consultant Prequalification

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

• 171 – Environmental Documentation
• 173 – Noise Impact Analysis
• 201 – Location and Design Concept Studies/Corridor Studies
• 211 – Highway Design – Major Facility
• 222 – Standard Span Bridge Design
• 231 – Traffic Control Analysis and Design
• 311 – Geotechnical Engineering Services
• 332 – Travel Studies
• 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.

Background and Scope of Projects

Table 1: Background and Scope of Project
Project Number	Background and Scope
KA-7375-01	KDOT has been in contact with the City of Gardner concerning potential economic development activities that may occur north and west of the interchange of I-35 and US-56. Significant increases in traffic volumes near the existing I-35/US-56 interchange are likely to result, and access to the area is near the New Century Air Center. During recent discussions, KDOT heard from the City of Gardner and the site developer that the access needs from US-56 near the I-35 interchange will be a critical component for the proposed economic development. KDOT is committed to completing a study of the I-35/US-56 interchange to include identification of viable options to address the site access needs.

Table 2: Project Summary
Project Number	Route and Scope	Length (mi)	Project Termini
KA-7375-01	035-046 Interchange Configuration Study and Design	1 mile	I-35 and US-56
Project Number	Structure BR#, Structure Scope, Structure Size and Type
KA-7375-01	Bridges 0046-B0289 and 0046-B0290 Existing structures–432’ (79-137-137-79) Continuous Composite Plate Grider Scope: Replacement

Anticipated Consultant Scope

KDOT anticipates the following to be included in the selected consultant’s scope: Discovery Phase Services including preliminary interchange concepts, travel demand forecasting, traffic analysis and engineering, grant application support, NEPA, RR Involvement, coordination with the Federal Aviation Administration, and public involvement.

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.

Project Discovery

• Travel demand forecasting, traffic analysis, and engineering.
• Development of an ultimate interchange concept with initial design and production – 20+ year anticipated full completion.
• Identify a phased approach and anticipate that Phase 1 would include a project that coordinates with the development and access with key stakeholders like the City of Gardner that may provide a less than 20-year service life.

Grant Application Support

• Data collection and review.
• Identify strategies for maximum points.
• Prepare cost estimates as needed.
• Coordinate with KDOT for required information.
• Draft support letters for public, elected and appointed officials, stakeholders and other relevant entities as identified by KDOT and advance the application.
• Establish application schedule.
• Coordinate and lead meetings.
• Consultant shall prepare the grant application based on NOFO requirements.
• Provide tables and graphics as necessary.
• Provide final draft grant documents for review that will be coordinated with the Grant Lead, project team and others that are relevant in the process.

Break in Access/NEPA

Railroad and Federal Aviation Administration Coordination

Public Outreach and Stakeholder Engagement

• Develop Stakeholder Engagement Plan:
  • Identify list of stakeholder groups. At a minimum, the stakeholder groups will include:
    • Political subdivisions including cities and counties.
    • Businesses.
    • Property owners.
  • Outline targeted outreach for each stakeholder group which may include brochures, media releases, fact sheets, presentations, and public meeting boards.
  • Outreach may also occur using technology including virtual public meetings, infographics, social media, and websites.
• Develop Public Outreach Effort:
  • Outreach plan should be robust.
  • Identify multiple opportunities to engage the public and gather input.
  • Outreach effort should include a wide range of technologies including virtual public meetings, social media, and websites.
  • Outreach effort should include a wide range of materials including brochures, media releases, fact sheets, presentations, and public meeting boards.
• Document all stakeholder engagement and public outreach efforts.

Activities to be performed by KDOT include:

• Engineering Survey.
• Environmental Services:
  • Asbestos and Lead paint testing.
  • Permit application.
  • Technical data to support these activities will be required from the Consultant immediately after field check.
• Utility Coordination, if required.
• Geotechnical Services including soil investigations, bridge foundation geology, pavement field investigation and design, and surfacing recommendations.

KDOT, at the Secretary’s discretion, reserves the right to retain for subsequent phases of design and consulting services the consultant selected to provide services associated with this RFP. Scope in subsequent phases will likely include, but is not limited to, plan development through preliminary and final design as well as traffic engineering.

Anticipated Schedule and Key Dates

1. Proposals are due by or before 12:00 p.m. (Central Time) May 29, 2024.
2. Ranking of proposals is expected to occur on or around June 12, 2024. Interviews will be held with shortlisted firms on or around June 25, 2024. Negotiations with the most highly ranked firm are expected to begin on or around June 26, 2024. An executed agreement is anticipated around July 26, 2024.
3. Interchange improvement concepts are to be completed by fall of 2025 with significant progress by summer of 2025.
4. The program fiscal year for this project is FY2029 (July 2028–June 2029).

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 (10 MB maximum size) of the proposal 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-7375-01_I-35.US-56 Interchange Imprvmnt_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. 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. Depending on the number and quality of responses received, KDOT anticipates shortlisting (based on proposals) and holding interviews prior to final selection (which may be based on both proposal and interview content). If KDOT deems interviews to be necessary, interview details and requirements and evaluation criteria for the interview will be distributed to shortlisted consultant teams in advance.
8. Table 4 lists the evaluation criteria and associated weights which will be used to shortlist respondents and may be considered in final selection.

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	15%
Project approach	20%
Approach and commitment to meet advertised schedule	10%
Past performance history for similar projects/services for KDOT	10%
Understanding of the project area	15%
Innovation/Creativity in solutions	20%
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”)
• Special Attachment No. 12 (“Certification of Company Not Currently Engaged in the Procurement or Obtainment of Certain Equipment, Services, or Systems”)

Special Contract Conditions

This project will be managed by the IKE PMC.

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 May 16, 2024; answers will be provided to all prequalified consultants on May 23, 2024.

Calvin Reed
Secretary
Department of Transportation

Doc. No. 052114