Volume 42 - Issue 7 - February 16, 2023

State of Kansas

Department of Transportation

Notice to Consulting Firms

The Kansas Department of Transportation (KDOT) is seeking a qualified consulting firm to perform professional services as described below. Interested consultants must email a proposal to KDOT.DesignContracts@ks.gov by 12:00 p.m. (Central Time) March 1, 2023, to be considered for selection.

Consultant Prequalification

Interested consulting firms must be prequalified by KDOT or otherwise demonstrate qualification in the following categories:

• 221 – Non-Standard Span Bridge Design
• 222 – Standard Span Bridge Design
• 321 – Bridge Structural Analysis
• 322 – Bridge Inspection

If a firm is not currently prequalified by KDOT, 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 notice 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.

Background and Scope of Project

KDOT is seeking assistance in managing the overall Bridge Set-Aside/Bridge Preservation/Bridge Maintenance Program. The firm selected will assist KDOT Bureau of Structures and Geotechnical Services (BSGS) in identifying, prioritizing, and scoping potential project structures. The consultant will also assist in writing Request for Proposals (RFPs) for the projects, establishing projected lettings, establishing timelines for plan reviews, maintaining plan production schedules, reviewing preliminary plan submittals, reviewing shop drawings, and resolving letting- and construction-related inquiries. The consultant will also be required to regularly update inspection and project data for use off-site and archive project documents into the electronic bridge packets kept by BSGS.

KDOT is specifically seeking a consultant who can provide an individual that is embedded in the KDOT BSGS office typically two days per week. The consultant shall train BSGS staff in the core competency that is expected of this program.

Anticipated Consultant Scope

KDOT anticipates splitting Bridge Set Aside Program tasks as shown in the responsibility matrix in Table 1.

Definitions for Table 1:

1. “Consultant Task” is intended to mean tasks which shall be executed by the selected consultant.
2. “Collaborative Task” is intended to mean tasks which will require cooperation between the selected consultant and KDOT staff.

Table 1: Bridge Set Aside Program Responsibility Matrix
KDOT Role/Task	Collaborative Task	Consultant Task	Task Description
			Category: Structure Selection
	X		Area review meetings.
X			Request preliminary list for upcoming Area Review meetings.
X			Alert consultant to preliminary area list or send it out.
	X		Attend area review meetings at each district headquarters for each district (6/year).
		X	Record meeting notes. Note: Areas have input into which structures receive work.
		X	Record practical maintenance/preservation structures.
	X		Set priority level based on whole state conditions.
	X		Establish a prioritized list of probable (High and Next FY) structures
			Category: Budget and Prioritization
X			FY budget and programmed dollars (SA001, SA002 reports, track spending).
	X		Prioritize and sort potential project structures.
	X		Organize district set aside tour.
	X		Limit tour to HQ priorities, top five area priorities, and top 10 metro priorities (outside of HQ priorities).
		X	Define office/preliminary scope.
	X		Conduct set-aside tours.
	X		Visit priority structures.
	X		Photograph general structure and areas of greatest need.
	X		Finalize scope of potential projects.
	X		Discuss project schedule (with area input) to avoid project conflicts.
		X	Develop estimates for all prioritized projects.
	X		Re-prioritize potential project list.
	X		Shuffle to accommodate FY budget.
			Category: Order Projects
		X	Project ordering email.
		X	Contact lists.
	X		Federal dollars/state dollars/emergency projects.
		X	Establish projected letting.
		X	Create RFP.
		X	Bridge information.
		X	Defined scope.
		X	Existing plans/BIFs/photos (historical and from tour).
		X	Establish due dates.
		X	Plans to area/district date.
		X	Interim reviews requirements.
		X	Official submittal to HQ.
			Category: Select Consultants
X			Review letters.
X			Rank letters.
X			Submit to Selection Committee.
X			Request Work Estimate Form (WEF) from consultant.
X			Review work estimate/sign/submit to Contracts Section.
X			Request Notice to Proceed from contracts along with WEF submittal.
			Category: Project Documents
		X	Asbestos test email.
		X	Environmental clearance exemption.
		X	Design summary document.
		X	Plan reviews.
		X	Send out project memo.
	X		Monitor lettings and final project estimates.
	X		Monitor total ongoing project costs (change orders).
		X	Relay updated project costs to fund manager.
		X	Routinely update/maintain “off-site” electronic inspection records.
		X	Store and maintain project records, structure photos, construction photos for archive at KDOT.
		X	Update electronic bridge records post-construction.

The design and/or review of plans for bridge repairs will include, but are not limited to, details to mill and patch the deck, concrete overlay, abutment repairs, rail replacement/repairs. Develop traffic control plans according to AE’s input.

Anticipated Schedule and Key Dates

1. Proposals are due by or before 12:00 p.m. (Central Time) March 1, 2023.
2. Ranking of proposals is expected to occur on or around March 6, 2023. Negotiations with the most highly ranked firm are expected to begin on or around March 20, 2023. An executed agreement is anticipated around March 31, 2023.
3. KDOT anticipates the duration of the agreement resulting from this RFP shall be three (3) years, subject to change at KDOT’s discretion.

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 (2MB maximum size) of the proposal including all attachments must be emailed to KDOT.DesignContracts@ks.gov by the proposal due date and time.
4. The subject line of the email and the PDF file name must read:
   1. “EN-3709-23_Set Aside BR Support.EmbeddEng FINAL_FIRM NAME”
5. The proposal must be accompanied by Special Attachments No. 8 (“Tax Clearance Certificate”) and No. 10 (“Policy Regarding Sexual Harassment”). 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.
6. The outline in Table 2 below describes the expected proposal organization and content sections.
7. Table 3 lists the evaluation criteria and associated weights which will be used to make a selection.

Table 2: Proposal Content
Section	Description of Intent	Page Limit
Cover Letter		1 Page
Approach to Project Schedules	Describe the approach to accomplish the scope of services within the schedule requirements. Include 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	Describe team’s familiarity with KDOT’s design process and standards.

Table 3: Evaluation Factors
Evaluation Factor	Weight
The qualifications and experience of consultant design personnel/manager proposed for services	30%
Approach and commitment to meet individual advertised project schedules	15%
Past performance history for similar projects/services for KDOT	30%
The quality and completeness of the response	5%
Understanding of KDOT Technical Policies	10%
Understanding of KDOT CAD standards and expectations for deliverables	10%

Contract Terms and Conditions

A standard KDOT agreement for engineering and technical services will be used for professional services projects. KDOT anticipates writing the agreement for a term of three years (duration subject to change). 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”)

Questions

All questions regarding this Request for Proposals shall be emailed to KDOT.DesignContracts@ks.gov.

Questions can be submitted until February 15, 2023; answers will be provided to all prequalified consultants on February 22, 2023.

Marcia Turner, P.E.
Contracts Manager
Division of Engineering and Design
Department of Transportation

Doc. No. 050878