Volume 43 - Issue 33 - August 15, 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):

• 201 – Location and Design Concept Studies/Corridor Studies
• 212 – Highway Design – Minor Facility
• 222 – Standard Span Bridge Design
• 231 – Traffic Control Analysis and Design
• 325 – Hydraulic and Hydrologic Studies
• 332 – Travel Studies

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-7428-01	This project includes the reconstruction and addition of shoulders along K-156 from the Hodgeman/Finney County line east to 4 miles west of Jetmore in Hodgeman County. The discovery phase is expected to determine the shoulder width and type, mainline paving action, and reconstruction or extension of structures and culverts. Services associated with this Request for Proposals are for the Discovery Phase only, with an option to supplement the contract through Preliminary Design, Final Design, and Construction Phase Services.

Table 2: Project Summary
Project Number	Route and Scope	Length (mi)	Project Termini
KA-7428-01	K-156 in Hodgeman County Discovery Phase: Reconstruction and Shoulder Widening	14	K-156 from Hodgeman/Finney County line east to 4 miles west of Jetmore
Project Number	Structure BR#, Structure Scope, Structure Size and Type
KA-7428-01	Structural improvements, if any, will be determined during the discovery phase. Structures along this section of the corridor include (but are not limited to) the following: Br. No. 156-42-2.90 (032): 30’-40’-30’ RCSH (2013) Br. No. 156-42-9.90 (002): 7-8’x7’x32’ RCB (1934) Culvert #500: 10’x10’x57’ RFB (1934) Br. No. 156-42-12.70 (003): 2-12’x10’x32’ RFB (1936) Culvert #501: 2-7’x6’x57.5’ RCB (1936) Br. No. 156-42-13.63 (004): 2-12’x12’x32’ RFB (1936) Culvert #502: 12’x10’x32’ RFB (1936)

Anticipated Consultant Scope

A discovery phase summary report detailing the analysis, alternatives, costs, and recommendations is expected. Other expectations for consultant scope are shown below. A scoping meeting will take place after consultant selection is made. The scope included herein may not be all-inclusive.

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

• Project Discovery:
  • Travel demand forecasting, traffic analysis, and engineering:
    • KDOT to complete the forecast, consultant to gather counts.
  • Analysis of shoulder widths and types, geometric improvements, and intersection improvements.
  • Identify priority segments and improvements for a phased approach to construction projects along the study corridor.
• NEPA desktop screening.
• Structural improvement needs, if any, will be identified during the Discovery Phase.
• 3D Electronic Deliverables Preparation.
• 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 and Implement Public Outreach Effort:
    • Identify appropriate opportunities to engage public and gather input.
    • Outreach efforts could include a wide range of materials including:
      • Brochures.
      • Media releases.
      • Fact sheets.
      • Presentations.
      • Public meeting boards.
  • Document all stakeholder engagement and public outreach efforts.

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.

Activities performed by KDOT include:

• Topographic and Land Survey.
• Development of Existing Right of Way.
• Traffic Forecasting.

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. Discovery phase shall be complete by March 16, 2026.
4. The program fiscal year for this project is FY2031 (July 2030–June 2031).

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 6 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-7428-01 Rehab Pavement and Add Shoulder 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	20%
Approach and commitment to meet advertised schedule	20%
Approach to quality control	15%
Past performance history for similar projects/services for KDOT	10%
Understanding of the project area	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. 052377