Volume 44 - Issue 23- June 5, 2025

State of Kansas

Department of Transportation

Request for Proposals

AV-0021-20 – Non-NPIAS Airport Inspections Statewide

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) June 25, 2025, to be considered for selection.

Consultant Prequalification

Aviation Planning, former category 121, is no longer prequalified, this project however does require this service. Here are the qualifications that must be demonstrated to be considered qualified.

Aviation Systems/Airport Planning

Scope

Projects include preparation of statewide or regional aviation system plans, and preparation of airport master plans.

Systems Planning

Study the impact of aviation to the community, region and/or state. Such studies may include short (five years) and long (twenty years) term planning horizons. Topics may include analysis and forecasting of aircraft basing demand, airport capacity, commercial aviation demand, as well as intermodal and multimodal connectivity. Studies may also include environmental impact analysis, appropriate state-level organization and resources for supporting aviation, assessment of airport capital improvement needs, and analysis of the adequacy of commercial air service and general aviation support facilities.

Airport Planning

Master plans may include air side and land side facilities planning and design, cargo facilities planning, airspace analysis, economic analysis, aviation forecasting, organization of public programming, ground transportation studies, parking and roadway analysis, financial planning, and land use planning. The consultant may also be required to assist in the federal grant process for the project.

Qualifications

The consultant must be staffed with a PE licensed in Kansas or an AICP.

The consultant is required to have demonstrated experience and capability in performing all aspects of the project, such as planning, economic and financial analysis, engineering, and environmental evaluations. The consultant must have knowledge of Federal Aviation Administration (FAA) programs, policies, regulations, and procedures.

Firms will need to present their qualifications for this category on KDOT Consultant Qualification Form.

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
AV-0021-20	In 2012, a statewide airport pavement management program (PMP) was developed to, among other things, assist individual airports in tracking, maintaining and budgeting funds for planning purposes over five years. This plan now needs to be updated. The time horizon for this PMP update will, however, be three years rather than five years. The project will encompass airports statewide. See Appendix 1 to this Request for Proposals, Non-NPIAS locations.

Table 2: Project Summary
Project Number	General Summary
AV-0021-20	The project is anticipated to be split into three consecutive 1-year phases with the first year starting from the issuance of a Notice to Proceed. The Services performed by consultant include on-site inspection/evaluation of pavement, completion of pavement condition index (PCI) surveys and PMP revisions/updates to reflect actual current conditions and to address how the airfield pavement may be maintained or upgraded to acceptable PCI levels. The final deliverables are an updated PMP tailored for each airport, which will be shared with each airport sponsor for their use to develop airport capital improvement plans.

Anticipated Consultant Scope

Current expectations for consultant scope are detailed below for AV-0021-20 – Non- NPIAS Airport Inspections (Note: The scope included herein may not be all-inclusive. A scoping meeting will take place after consultant selection is made).

• Summary: The project consists of compiling data, performing pavement condition index (PCI) surveys, and preparing a pavement management plan (PMP) for specified public-use airports not including within the National Plan of Integrated Airport System (NPIAS) in Kansas, followed by a statewide report of the assessed facilities. Please note that a separate request for proposals is soliciting for a similar project conducted for public use NPIAS facilities. The two are separate projects.
  • Project locations will include all public use Non-NPIAS airports in Kansas.
  • Project will include three (3) phases of survey and reporting – each phase will be associated with a corresponding tranche of facilities as specified in [Appendix 1] and more detailed documents attached to the Bid Express Request for Proposals page with more facility information.
  • Analysis of each airport will include all active airfield pavements similar in magnitude and density to the most recent study, and any equivalent segments constructed since the previous study.
• Project Administration:
  • Develop contracts and subcontracts.
  • Conduct Kickoff Meeting with KDOT Aviation.
  • Submit regular progress reports.
  • Prepare and submit monthly invoices.
• Data Compilation:
  • Prior Studies of relevant Non- NPIAS Airports:
    • KDOT Aviation shall provide prior study data–including MicroPAVER database files, individual airport reports, and other outputs.
    • Consultant will review the existing database for construction history records provided by Airports and KDOT Aviation, updating the records based on any construction projects that have occurred since previous inspection.
    • KDOT Aviation shall provide for consultant review, a list of capital improvement projects funded by KDOT Aviation since prior inspections were completed.
    • Consultant shall update general definitions of output pavement management plans in accordance with best-practice rehabilitation methods and standardized cost estimates (at the time of analysis).
  • External Construction History:
    • Consultant shall obtain relevant construction history from studied facilities for capital improvement projects not funded by KDOT Aviation.
• Inventory Analysis:
  • Identify branches and sections for each airport based on previous projects and available construction history. Update inventory to include segments constructed since last study.
  • Using existing study framework and new additions, develop an inspection layout with sample and inspection areas identified.
  • Develop MicroPAVER (“.e70”) database for each inspected airport – or update sufficient existing database if available.
  • Develop and export inspection file (“.i70”) from MicroPAVER.
  • Perform quality control of (“.i70”) file by loading onto a tablet.
• Pavement Inspections:
  • In collaboration with KDOT Aviation – determine appropriate transfer pipeline and technical specifications for site inspection data and other related outputs.
  • Format inspection outputs to integrate with established reporting and visualization methods utilized by KDOT Aviation to access, review, and display inspection outputs.
  • Coordinate field survey activities at each airport.
  • Perform pavement inspections and strength analyses in accordance with applicable ASTM and FAA guidelines, including FAA AC 150/5335-5.
  • Inspection teams shall acquire photos of identified distress/severity combinations within surveyed sample areas. Categorized by site, brand, section, and other relevant locators.
  • Quality control review of survey data collection and output shall be conducted after each survey by consultant personnel.
• Data framework and formatting:
  • Format the output inspection data to align with existing KDOT Aviation dashboards and databases. Specific framework will account for:
    • Available data points–(i.e., PCI, Pavement Strength, and Capital Project Needs).
    • Data Organization (Filters, Site layout, and distress data).
    • Work History (Integrating prior project information).
    • Compatible file types.
• Other Analysis and Reports:
  • General expectation – for each report, the consultant will engage in a procedural review process, including:
    • Submit draft reports to KDOT Aviation. For individual facility reports – include the facility for comment. [The comment period will last a maximum of 1 month].
    • Incorporate provided feedback into revised drafts.
    • Submit Final Revised reports to KDOT Aviation and individual facilities as appropriate.
  • Draft individual Report and Pavement Improvement Plan for each Non- NPIAS airport. The reports shall contain the following sections/content:
    • Executive Summary.
    • Introduction – Including data(s) of on-site inspections and general airport details.
    • Pavement Inventory – Includes pavement type and structure (where available) along with primary distresses found.
    • Pavement Condition – Summary of current and historical Pavement Condition Index (PCI).
    • Additional Analysis – any additional inspection data or analysis not previously addressed in earlier sections, as appropriate.
    • Proposed Capital Improvement Plan – specifically regarding recommend pavement improvements for the following three (3) years. Categorize recommendations by branch and section.
  • Draft Statewide – Executive Summary deliverable. Report will synthesize overall the pavement condition within the state and include the following components:
    • Introduction – including dates of inspection and general inspection details.
    • Pavement inventory – Provide state-wide statistics on pavement usage, pavement types, and pavement distresses.
    • Pavement Condition – provide a state-wide PCI value based on the average values calculated at each airport throughout the state.
    • Proposed Capital Improvement Plan – State-wide budgetary numbers for the next 3 years as a cumulative number of each individual airport.
    • Recommendations – Recommended action plan based on inspections, distresses, and PCI.
  • Draft Statewide – Comprehensive Report deliverable. This narrative report will expand on items included within the ‘Statewide – Executive Summary’ deliverable, including:
    • Additional inspection data, analyses, and recommendations.
    • Analyzed MicroPAVER data to determine appropriate pavement project(s) for each airport based on current pavement conditions:
      1. Organize airport recommendations by project phase.
      2. Estimate the extent to which each recommendation will impact each airport’s PCI metric, including a cumulative estimate for total potential improvement.
    • Develop recommendations for statewide capital improvement scenarios – suggesting critical needs, projected scope, and estimated total costs. Recommendations will include estimates of statewide PCI metrics at various potential state funding scenarios over a 3-year period:
      1. Zero funding – baseline estimate based on zero (0) state funding of capital improvements.
      2. Realistic Funding – funding in line with historical precedent.
      3. Maintenance – minimum requirements to maintain current statewide PCI score.
      4. Optimal – minimum funding required to reasonably ensure every facility meets or exceeds a PCI score of [TBD] (tied to previous 65 score, or other ASTM Standard).
• Summarized Schedule (Approx. Duration – 40 months):
  • Notice to Proceed (NTP) provided to Consultant by KDOT Aviation.
  • Conduct initial project kickoff between Consultant and KDOT Aviation.
  • Clarify any ambiguity or uncertainty regard the proposed project timeline and expectations.
  • Commence Phase 1 (approx. duration–12-months):
    • Conduct survey/inspections of Phase 1 facilities.
    • Perform requested analyses of inspected facilities.
    • Submit analyses as facility specific ‘Report and Pavement Management Plan’ deliverables.
    • KDOT Aviation and FAA will review submitted deliverables and provide comments/feedback to consultant.
    • Incorporates provided feedback into final reports.
    • Phase 1 complete.
  • Repeat step 4 and indicated sub-steps for Phase 2 facilities.
  • Repeat step 4 and indicated sub-steps for Phase 3 facilities.
  • Compile output data from Phase 1-3 into a comprehensive state-wide analysis.
  • Analysis will consist of the ‘State – Executive Summary’ and ‘Statewide – Comprehensive Report’ deliverables.
  • KDOT Aviation review deliverables and provide feedback.
  • Incorporate feedback into submission of deliverables to KDOT Aviation and FAA.
  • Project Complete.

Note: A full breakdown of anticipated project schedule available as [Appendix 2]

Deliverables Summary

As a general expectation, deliverables are to be reviewed by the consultant for quality control assurances regarding accuracy and completeness. Identified inaccuracies, information gaps, or unexplained delays in deliverables will be the responsibility of the consultant to rectify.

• Primary Deliverables:
  • MicroPAVER database and inspection files for each public-use NPIAS airport within Kansas.
  • Photos of distress and severity combination identified throughout site inspection.
  • Individual Facility – Report and Pavement Management Plan.
  • Statewide – Executive Summary.
  • Statewide – Comprehensive Report.

Anticipated Schedule and Key Dates

1. Proposals are due by or before 12:00 p.m. (Central Time) June 25, 2025.
2. Ranking of proposals is expected to occur on or around June 27, 2025. Negotiations with the most highly ranked firm are expected to begin on or around July 11, 2025. Negotiations will proceed quickly through scoping, manhour/fee negotiation, and NTP. In the event KDOT cannot reach agreement with the selected firm, it will terminate negotiations and commence negotiations with the next highest ranked firm, and so on, until either agreement is reached for a satisfactory scope of services for a fair and reasonable price, or KDOT decides to pursue other alternatives. An executed agreement is anticipated around July 25, 2025.
3. See Appendix 2 for detailed project schedule.

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 the page limit laid out in Table 3 below (including any cover letter, index, etc.). Page limit includes the requested Consultant Qualification Form for removed category(s). 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 (10MB maximum size) of the proposal including all attachments must be uploaded to the appropriate bid form on Bid Express by the proposal due date and time.
4. The PDF file name must read:
   1. “AV-0021-21- Non -NPIAS Airport Inspections 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. Table 4 lists the evaluation criteria and associated weights which will be used to shortlist respondents and may be considered in final selection.
8. Depending on the number of responses received, KDOT may elect to shortlist (based on proposals) to no more than 3-5 firms and hold in-person interviews prior to final selection (which may be based on both proposal and interview content). If KDOT deems them necessary, interview evaluation criteria will be distributed to shortlisted consultant teams in advance.

Table 3: Proposal Content
Section	Description of Intent	Page Limit
Cover Letter		1 Page
Qualification Form for Removed Category(s)	Fill out the “Consultant Qualification Form” for the indicated removed category(s) and submit with your proposal. Description of category indicated on page 1 of Request for Proposals.	2 Pages per each Removed Category
Project Approach	Demonstrate a unique approach to accomplish the inspection 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.	1 page
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.	2 Page
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	10%
Approach and commitment to meet advertised schedule	20%
Past performance history for similar projects/services for KDOT	15%
Innovation/Creativity in solutions	15%
Availability to respond to the work	10%
Unique qualifications	5%

Contract Terms and Conditions

A standard KDOT agreement for engineering and technical services will be used for the professional services project. 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 Con Special Attachment No. 12 (“Certification of Company Not Currently Engaged in the Procurement or Obtainment of Certain Equipment, Services, or Systems”)

Contract Conditions

These projects will be managed by KDOT Aviation PM.

Questions

All questions regarding this Request for Proposals shall be submitted via the Q&A section of bid form in Bid Express.

Questions can be submitted until June 12, 2025; answers will be provided to all prequalified consultants on June 19, 2025.

Appendix to this Request for Proposals

• Appendix 1: Lists locations of Phase 1 thru 3.
• Appendix 2: Lists a full breakdown of anticipated project schedule available.

Appendix 1 - Locations
Phase 1		Phase 2		Phase 3
District 1 – Northeast Kansas	District 2 – North Central Kansas	District 4 –Southeast Kansas	District 5 – South Central Kansas	District 3 – Northwest Kansas	District 6 – Southwest Kansas
Atchison	Chase	Allen	Barber	Cheyenne	Clark
Brown	Clay	Anderson	Barton	Decatur	Finney
Doniphan	Cloud	Bourbon	Butler	Ellis	Ford
Douglas	Dickinson	Chautauqua	Comanche	Gove	Grant
Jackson	Ellsworth	Cherokee	Cowley	Graham	Gray
Jefferson	Geary	Coffey	Edwards	Logan	Greeley
Johnson	Jewell	Crawford	Harper	Norton	Hamilton
Leavenworth	Lincoln	Elk	Harvey	Osborne	Haskell
Lyon	Marion	Franklin	Kingman	Phillips	Hodgeman
Marshall	McPherson	Greenwood	Kiowa	Rawlins	Kearny
Nemaha	Mitchell	Labette	Pawnee	Rooks	Lane
Osage	Morris	Linn	Pratt	Russell	Meade
Pottawatomie	Ottawa	Miami	Reno	Sheridan	Morton
Riley	Republic	Montgomery	Rice	Sherman	Ness
Shawnee	Saline	Neosho	Rush	Smith	Scott
Wabaunsee	Washington	Wilson	Sedgwick	Thomas	Seward
Wyandotte		Woodson	Stafford	Trego	Stanton
			Sumner	Wallace	Stevens
					Wichita

Appendix 2 - Schedule
Step	Time Elapsed	Primary Task
0	N/A	Notice to Proceed (NTP) provided by KDOT Aviation area.
1	2 weeks	Conduct kickoff meeting between project stakeholders (consultant and KDOT Aviation)
2	3-4 weeks	Remaining uncertainty regarding project scope or expected deliverables clarified.
3	1 month	Phase 1 (P1) Commences
3.1	8 months	P1 Survey and Data Collection Complete
3.2	9 months	P1 Analysis and Report submitted for review
3.3	10 months	P1 Review Period complete–feedback returned
3.4	11 months	P1 Final Reports submitted
3.5	11.5 months	P1 Complete
4	12 months	Phase 2 (P2) Commences
4.1	20 months	P2 Survey and Data Collection Complete
4.2	21 months	P2 Analysis and Report submitted for review
4.3	22 months	P2 Review Period complete–feedback returned
4.4	23 months	P2 Final Reports submitted
4.5	23.5 months	P2 Complete
5	24 Months	Phase 3 (P3) Commences
5.1	32 months	P3 Survey and Data Collection Complete
5.2	33 months	P3 Analysis and Report submitted for review
5.3	34 months	P3 Review Period complete–feedback returned
5.4	35 months	P3 Final Reports submitted
5.5	35.5 months	P3 Complete
6	38 months	Statewide project report submitted for review
7	39 months	Review period complete
8	40 months	Final Report–including submitted feedback–completed.

Calvin Reed
Secretary
Department of Transportation

Doc. No. 053216