Volume 43 - Issue 32 - August 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) August 28, 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):

• 211 – Highway Design–Major Facility
• 222 – Standard Span Bridge Design
• 231 – Traffic Control Analysis and Design
• 302 – Engineering Surveying
• 325 – Hydraulic and Hydrologic Studies
• 336 – Right of Way Services
• 401 – Landscape Seeding and Erosion Control

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-7418-01	Reconstruction of approximately 7.4 miles of K-14 in Ellsworth County which will include the addition of shoulders, improve vertical profile, replace/extend the West Oak Creek Bridge (058), and replace and/or extend structures as needed. The shoulder widths will be determined during design but will not be less than three feet in width. Several crossroad culverts will have to be evaluated not only for condition, but also for H&H as there is a history of overtopping on this stretch of K-14. KDOT recommends that the consultant perform a mini discovery phase, including cost estimate, before moving into Preliminary and Final Design. The consultant can use the completed survey data and old plans to perform the mini discovery phase.

Table 2: Project Summary
Project Number	Route and Scope	Length (mi)	Project Termini
KA-7418-01	014-027 Modernization–Reconstruct and Add Shoulders with Spot Vertical Improvements	7.4	K-14: From the K-14/K-140 junction north to the I-70 interchange
Project Number	Structure BR#, Structure Scope, Structure Size and Type
KA-7418-01	In consultation with KDOT, determine whether to extend or replace the West Oak Creet Bridge (058) and Culverts 506, 526, 527, and 528. The existing Oak Creek Bridge (040) is a (2) 20’ x 9’ x 30.83’ RFB and is currently being designed for replacement under KDOT Project 14-27 KA-7014-01. The Oak Creek Bridge (040) is anticipated to be reconstructed in advance of this modernization project.

Anticipated Consultant Scope

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

• Survey Services
• Right of Way Services
• Discovery Phase Services
• Preliminary Design Services
• Final Design Services
• Public Involvement Services
• Letting and Construction Phase Services
• Environmental Documentation Preparation (Permitting)
• 3D Electronic Deliverable Preparation
• 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.
• Engineering Survey:
  • KDOT Survey will complete the full survey for this project by Fall 2024. Any additional survey effort needed may be performed by the consultant.
• Right of Way:
  • The consultant may be required to develop the existing and/or proposed right-of-way features. The Bureau of Right of Way would assist in these activities between the consultant and KDOT.
• Road Design:
  • KDOT recommends that the consultant perform a mini discovery phase, including cost estimate, before moving into Preliminary and Final Design. The consultant can use the completed survey data and old plans to perform the mini discovery phase.
  • Develop Preliminary Plans to Field Check.
  • Develop Final Plans for Construction.
  • Perform roadway geometric design, drainage design, interchange analysis, and roadside safety analysis.
  • Visit the project site location.
  • The consultant may need to provide plans, estimates, and technical support if it is determined that a Value Engineering Study is needed. KDOT will contract with another consulting firm to perform the Value Engineering Study.
• Bridge Design:
  • Bridge #040:
    • The existing structure is a 2-20’x9’x30.83’ Reinforced Concrete Rigid Frame Box Culvert (RFB) skewed 30 degrees right. It carries K-14 over Oak Creek, 3.32 miles north of the K-14/K-140 junction. This structure is being replaced under KDOT Project 14-27 KA-7014-01 and will not be included in the scope of this project.
  • Bridge #058:
    • The existing structure is a 4-12’x10’x46’ Reinforced Concrete Rigid Frame Box Culvert (RFB). It carries K-14 over West Oak Creek, 1.84 miles north of the K-14/K-140 junction. In consultation with KDOT, determine whether to extend or replace this structure.
  • 10’-20’ Structures:
    • In consultation with KDOT, determine whether to extend or replace the existing 10’-20’ structures that fall within the project limits and perform necessary hydraulic analysis and documentation:
      • Culvert #506 – a 2-7’x7’x87.5’ RCB, 0.06 miles north of the K-14/K-140 junction.
      • Culvert #526 – a 3-5’x5’x30’ RCB skewed 30 degrees left, 0.29 miles north of the K-14/K-140 junction.
      • Culvert #528 – a 2-9’x8’x31.5’ RFB, 4.11 miles north of the K-14/K-140 junction.
      • Culvert #527 – a 2-9’x8’x31.5’ RFB, 4.54 miles north of the K-14/K-140 junction.
• Utility Coordination:
  • Utility will include:
    • Utility Field Check.
    • Development of utility conflict information:
      • Municipal Utiltiies- Water, Sanitary, etc.
      • Public Utiltiies- Gas, Power, Fiber, Phone, Cable.
      • Private Utiltiies- Gas, Power, Fiber, Phone, Cable (Are handled by KDOT Right of Way as an adjustment).
    • Distribute Utility Plans (UTILP).
    • Set up Utility Coordination meetings:
      • Group.
      • Individual.
    • Resolve conflicts with project storm sewer and other improvements:
      • Incorporate public relocation plans.
      • Coordinate potential alignment conflicts.
    • Provide schedule and progress updates.
• Traffic Engineering:
  • Traffic Control Plans: This project will require traffic to be carried around construction on a state-route detour.
  • Develop permanent signing, pavement marking, and traffic control plans.
• 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.

Activities to be performed by KDOT include:

• Engineering Survey, if required.
• Existing Right of Way, if required.
• 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.
• Permits will include NPDES – Storm Water Runoff Permit in which KDOT will require from consultant:
  • Total project site area in acres.
  • Total disturbed area in acres (from Seeding Plans).
  • Impervious area in square feet (existing and proposed).
  • Above information needs to be provided by consultant (90) days prior to letting.
• 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) August 28, 2024.
2. Ranking of proposals is expected to occur on or around September 4, 2024. Negotiations with the most highly ranked firm are expected to begin on or around September 25, 2024. An executed agreement is anticipated around October 9, 2024.
3. The program fiscal year for this project is FY2031 (July 2030–June 2031).

The Project Schedule has yet to be determined. It is anticipated that it will be available during contract negotiations with the selected consultant.

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-7418-01_Reconstruction_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	25%
Project approach	15%
Approach and commitment to meet advertised schedule	15%
Past performance history for similar projects/services for KDOT	25%
Approach to quality control	10%
The quality and completeness of the response	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

N/A

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 August 15, 2024; answers will be provided to all prequalified consultants on August 22, 2024.

Calvin Reed
Secretary
Department of Transportation

Doc. No. 052376