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Publications iconKansas Register

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Volume 44 - Issue 13 - March 27, 2025

(Published in the Kansas Register March 27, 2025.)

Abilene and Smoky Valley Railroad

Request for Proposals

Interested parties are invited to submit a proposal to complete the scope of the Kansas Heritage Railroad Preservation Project in Abilene, Kansas. The Abilene and Smoky Valley Railroad is a 501(c)3 non-profit Kansas based association since 1992. The property has been designated as the Kansas Heritage Railroad by K.S.A. 73-4401.

Scope of Work

Abilene and Smoky Valley Railroad requests completion of all aspects needed to complete the following work over approximately 5.7 miles of existing track, originally 1887 CRI&P track, between Abilene and Enterprise Kansas. The scope is defined further as follows:

  • Mobilize all equipment, materials, and personnel needed to site.
  • Replace approximately 1,000 crossties.
  • Perform rail maintenance of mismatched joints, grinding and repairing separations.
  • Perform joint maintenance as necessary with comp or relay bars and replace and/or tighten all loose track bolts.
  • Install new ballast to provide an adequate base for maintaining or exceeding FRA Class-1.
  • Machine tamp, skim lift, and surface tracks removing all cross-level and joint dips.
  • Perform turnout rehabilitation on five switches including weld and face points, adjust switches for proper throw and lubricate, and furnish/install switch ties between all switches.
  • Clean up track area according to the description under “Other Responsibilities” in this document.

All pre-existing rail, ties, OTM, or other materials that are removed must be disposed of according to all local, state, and federal regulations.

Minimum Requirements

  1. Roadway Worker Protection.
  2. Comply with all Abilene and Smoky Valley Railroad requirements.
  3. Contractors shall comply with all parts of 49 CFR Part 214 and 219 regarding FRA Roadway Worker Safety at all times. Workers and equipment shall remain clear of the track unless they have gained Roadway Worker Protection from a qualified person.
  4. Contractor, contractor employees, agents, and/or subcontractors must be enrolled and comply with the FRA 219 approved drug testing program.
  5. Subcontracted work will need to be approved prior to any work starting.

Work Windows

Time is of the essence. Impact to current railroad operations must be kept to a minimum. When work must take place that causes an active track to be taken out of service for the purposes of performing work that pertains to the project, the contractor must pre-arrange a defined work window with the General Manager of the Abilene and Smoky Valley Railroad. Generally scheduled operating days from mid-May through September are Thursday, Friday, Saturday, and Sunday. Abilene and Smoky Valley Railroad is part of a Rails-to-Trails trail and the trail will need to be blocked during work activities.

Standards

All standards referenced by the project plans, scope of work, and specifications, as well as applicable AREMA standards must be upheld during all phases of the project. Use existing rail.

Submittals

The following documents shall be submitted at the time listed by the contractor as part of the project:

  1. Schedule of Work: Submitted with proposal.
  2. Certificate of Insurance: Submitted prior to construction.
  3. Safety Plan: Submitted prior to construction.
  4. Proof of Roadway Worker Training: Submitted prior to construction.

Other Responsibilities

  1. Permits – The contractor is responsible for all federal, state, and local permits for the work.
  2. Utilities – Contractor is responsible for locating and protecting site utilities.
  3. Site Clean-up – Contractor is responsible for proper site disposal of materials in accordance with local, state and federal laws. The contractor is responsible for site restoration. Old ties will be allowed to be stored on site in a pile away from track.
  4. Right-of-Way Access – Contractor is responsible for obtaining proper right of way entry prior to Abilene and Smoky Valley Railroad property and
  5. KDOT Grant – All requirements applicable to the contractor pursuant to the grant provided to Abilene and Smoky Valley Railroad from the Kansas Department of Transportation in connection with this project.

Insurance

Contractor shall purchase required insurance coverage and submit verification of Certificate of Insurance prior to construction. The contractor shall address insurance requirements and submit proof to both Abilene and Smoky Valley Railroad.

Materials

All rail materials to be supplied by the winning contractor. Ballast and sub ballast to be provided by the winning contractor. Burlington Northern Santa Fe (BNSF) and Union Pacific (UP) rail connections are available via local industrial track at Abilene. Coordination, delivery unload, and material safety will be the responsibility of the winning contractor. Material storage is granted on Abilene and Smoky Valley Railroad right of way to the contractor. However, no materials shall be stored closer than 15’ from the centerline of any active track at any time. Material and equipment laydown areas and reclaimed materials stockpiling locations shall be discussed and further if needed. Contractor is responsible for furnishing all required materials to complete the project.

Non-Project Areas

Abilene and Smoky Valley Railroad permits winning contactor access to the project through existing routes. Other access may be obtained by the contractor if they choose. All areas (public, private, trail, and railroad right of way) that are used for access to the project, including parts of the railroad right of way which have no proposed work, shall be maintained and/or remediated, incidental to the project, by the contractor to the satisfaction of the property owner if any damage to these areas occurs.

Pre-Bid Meeting

There will be a mandatory pre-bid meeting from 9:00 a.m. to 1:00 p.m. April 17, 2025, onsite at 200 SE 5th St., Abilene, Kansas. Anyone who does not attend the mandatory pre-bid meeting will not be offered a chance to offer a proposal.

Project Completion

All work pertaining to this project shall be completed by May 31, 2025. Failure to complete work by May 31, 2025, may result in the contractor’s removal from the property or charges of $2,500/day until completed to satisfaction.

Submission of a Proposal

All proposals must be submitted no later than May 1, 2025, via email to Ross Boelling at gm.asvrail@asvrr.org. All submitted proposals shall be reviewed by Abilene and Smoky Valley Railroad. The proposal must include all the required information. Incomplete proposals shall be rejected. The structure of the proposal must be clearly understood, all proposals shall provide the following line items and provide costs as required. Bid tabs to be provided at pre-bid meeting.

Work Reporting

Weekly work reports must be filled out and submitted via email at gm.asvrail@asvrr.org. Weekly reports should include updates to project schedules, materials used, materials received, any delays, or any change in the scope of work. A detailed summary report must be submitted at the completion of the project.

Ross K. Boelling
General Manager
Abilene and Smoky Valley Railroad

Doc. No. 052984

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