Volume 43 - Issue 29 - July 18, 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) July 31, 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):
- 201 – Location and Design Concept Studies/Corridor Studies
- 211 – Highway Design – Major Facility
- 222 – Standard Span Bridge Design
- 231 – Traffic Control Analysis and Design
- 325 – Hydraulic and Hydrologic Studies
- 332 – Travel Studies
- 401 – Landscape Seeding
If a firm is not currently prequalified by KDOT in any of the required categories, 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 solicitation 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.
| Table 1: Background and Scope of Project | |||||||
|---|---|---|---|---|---|---|---|
| Project Number | Background and Scope of Project | ||||||
| KA-7426-01 | KDOT is seeking consultant services to conduct a mini discovery phase (6-9 months) to determine the preferred location for passing lanes on both sides of US-169 in Montgomery County, with an option to lead into preliminary and final design of the passing lanes. Passing lanes will ideally be two miles in length. Project will include public involvement and railroad coordination. Services associated with this Request for Proposals are for the Discovery Phase only, with an option to supplement the contract through Final Design. | ||||||
| Table 2: Project Summary | |||||||
|---|---|---|---|---|---|---|---|
| Project Number | Route and Scope | Length (mi) | Project Termini | ||||
| KA-7426-01 | 169-063 US-169 Passing Lanes |
2 | To be determined during discovery phase. | ||||
| Project Number | Structure BR#, Structure Scope, Structure Size, Type | ||||||
| KA-7426-01 |
Structural improvements, if any, will be determined during the discovery phase. Structures along this section of the corridor include the following:
|
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Anticipated Consultant Scope
The scope of services includes a mini discovery effort on the corridor to determine the preferred location for a two-mile passing lane section for both northbound and southbound lanes with an option to lead directly into design. There are multiple at-grade railroad crossings within this stretch of US-169 along with US-169 running adjacent to the railroad along the northern portion of the corridor, so railroad coordination will be required. There will be public involvement with a level of effort based on how the chosen passing lane location affects existing surroundings and stakeholders.
KDOT anticipates the following to be included in the consultant’s scope:
- Project Discovery:
- Travel demand forecasting, traffic analysis, and engineering.
- Analysis of impacts of paved shoulder improvements, passing lanes, and bypass lane intersection improvements.
- HSM quantitative safety analysis, including use of KDOT’s LWSW/PBPD tool.
- Break in Access/NEPA.
- Railroad and Federal Aviation Administration coordination (as necessary).
- 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.
- Identify list of stakeholder groups. At a minimum, the stakeholder groups will include:
- 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.
- Develop Stakeholder Engagement Plan:
- 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.
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 Request for Proposals. Scope in subsequent phases may include, but is not limited to, plan development through preliminary and final design, additional public involvement services, traffic engineering, letting and construction phase services, and 3D electronic deliverables preparation.
Activities to be performed by KDOT include:
- Engineering Survey.
- Asbestos and Lead Paint Testing.
- Permit Application.
- Technical data to support these activities will be required from the consultant immediately after field check.
- Geotechnical Services:
- Soil Investigations.
- Bridge Foundation Geology.
- Pavement Field Investigation and Design.
- Surfacing Recommendations.
Anticipated Schedule and Key Dates
- Proposals are due by or before 12:00 p.m. (Central Time) July 31, 2024.
- Ranking of proposals is expected to occur on or around August 14, 2024. Negotiations with the most highly ranked firm are expected to begin on or around August 28, 2024. An executed agreement is anticipated around August 29, 2024. KDOT anticipates giving notice to proceed on or around September 15, 2024.
- Discovery phase shall be complete by September 15, 2025.
- The program fiscal year for this project is FY2029 (July 2028–June 2029).
Instructions for Proposal
- 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.
- 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.
- 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.
- The proposal PDF file name must read:
- “KA-7426-01_US-169 Passing Lane in Mont Co_FIRM NAME”
- 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.
- The outline in Table 3 below describes the expected proposal organization and content sections.
- 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.
- Table 4 lists the evaluation criteria and associated weights which will be used to shortlist respondents and in final selection (if no interviews).
| 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 |
| Project approach | 20% |
| Innovation/Creativity in solutions | 20% |
| Understanding of the project area | 15% |
| Qualifications and experience of project manager and other key project team members proposed for services | 15% |
| Approach and commitment to meet advertised schedule | 10% |
| Past performance history for similar projects/services for KDOT | 10% |
| 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 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 July 17, 2024; answers will be provided to all prequalified consultants on July 24, 2024.
Calvin Reed
Secretary
Department of Transportation
Doc. No. 052282
