Volume 42 - Issue 8 - February 23, 2023

State of Kansas

Department of Transportation

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 described in Table 1 below. Interested consultants must email a proposal to KDOT.DesignContracts@ks.gov by 12:00 p.m. (Central Time) March 7, 2023, to be considered for selection.

Consultant Prequalification

Interested consulting firms must be prequalified by KDOT or otherwise demonstrate qualification in category(s):

• 163 Congestion Management/ITS
• 211 Highway Design–Major Facility
• 221 Non-Standard Span Bridge Design
• 311 Geotechnical Engineering Services
• 325 Hydraulic and Hydrologic Studies
• 334 Sub-Surface Utility Engineering
• 431 Water and Wastewater Engineering

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.

Table 1: Background and Scope of Project
Project Number	Background and Scope of Project
KA-6535-04	This project will include preliminary and final design to develop plans for expansion of US-54/East Kellogg Ave. (per EA design alternative). This project shall have an accelerated design schedule.

Table 2: Project Summary
Project Number	Route and Scope	Length (mi)	Project Termini
KA-6535-04	US-54 (E. Kellogg Ave) in Sedgwick/Butler counties; preliminary and final design	2.499	Just west of the K-96/US-54 interchange to approximately Onewood Drive
Project Number	Structure BR#’s Likely Involved in Scope
KA-6535-04	0087-B0423	0087-B0428	0087-B0365
	0087-B0424	0087-B0832	0087-B0366
	0087-B0425	0087-B0833	0087-B0367
	0087-B0426	0087-B0363	0087-B0368
	0087-B0427	0087-B0364	0008-C0520

Anticipated Consultant Scope

KDOT anticipates the following will be included in the consultant’s scope: Geotechnical Services, Preliminary Design, Final Design, Pavement Design, and Public Involvement Services.

Additional scope which may be added later (at the Secretary’s discretion) may include Construction Phase Services.

Current expectations for consultant scope are detailed below. The scope included herein may not be all-inclusive. A scoping meeting will take place after consultant selection is made.

Geotechnical Services

• Soil investigations including preparation of the Geology Report, Final Design Geology Report, and reference documents (if required).
• Bridge foundation geology and geotechnical design including associated reports.
• Retaining wall foundation geology and geotechnical design.
• Pavement field investigation and design; final surfacing recommendations.
• Any geotechnical investigations completed to date will be provided.

Project Management

• Identify ways to accelerate the design process:
  • Example: KDOT is considering employing a phased approach to develop and produce multiple plan packages at various times in the project lifecycle to potentially accelerate construction letting on a portion of the project.
• Quickly develop scope and hour estimates.
• Anticipate receiving an early, limited notice to proceed.
• Develop a comprehensive schedule that will be tracked on a bi-monthly basis.
• Coordinate closely with the cities and counties involved.
• 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 the latest electronic deliverables including CAD conformance checks and ControlCAD indexed DGN files with ProjectWise attributes.
• Provide bi-annual construction cost estimates and at major project milestones.

Road Design

• Continue development of alignments and typical sections.
• Analyze and Recommend interchange and intersection options at 143rd and 159th Streets:
  • A preliminary look at roundabouts, diverging diamonds, single points, and tight diamonds have been done. The traffic analysis for these will be provided to the successful consultant.
• Identify areas where impacts to right of way and the environment can be reduced.
• Perform roadway geometric design, drainage design, and roadside safety analysis:
  • Urgency shall be given to identifying new right of way (including temporary easements) that will need to be acquired.
• Develop Preliminary Plans to Field Check.
• Develop Right of Way Plans.
• Develop Final Plans for Construction.
• Stormwater control measures (SCM) are required on this project:
  • KDOT/PMC will provide the SCM report completed as a part of the NEPA process.
• Visit the project site location.
• Coordination with property owners for relocated driveways.
• Noise walls are not anticipated at this time but may be added to the project scope as design progresses.

Bridge Design

• Field Check:
  • Preliminary layouts for Bridges, 10 to 20-foot culverts, and retaining walls.
  • The consultant shall propose and evaluate different (curved and possibly skewed) framing layouts for review and acceptance by the KDOT Bridge Office or the PMC; focus shall be to minimize disruption to the traveling public and facilitate efficient construction to minimize closure.
  • Preliminary Hydraulic Assessment Checklists, construction layouts, contour maps and bridge sections.
  • Hydraulic analysis including supporting information for no-rise conditions.
• Final Design:
  • Provide final plans for construction for all bridge-sized and 10 to 20-foot structures.
  • Final Hydraulic Assessment Checklists, construction layouts, contour maps and bridge sections.
  • Provide final plans for construction for all retaining walls.

Traffic Engineering

• Field Check:
  • Construction sequencing.
  • Guide sign, lighting, and ITS schematic layouts.
  • Traffic signal schematic layouts.
• Final Design:
  • Traffic Control Plans:
    • Project Requirement: Traffic shall be carried by this corridor throughout construction.
  • Permanent signing and pavement marking plans.
  • Foundations and truss design (as necessary).
  • Traffic signal plans.
  • ITS design and plans.
  • Preliminary and final lighting plans.

Public Involvement Services

• This project has a website developed and the successful consultant will be required to provide project updates and other information as needed to support communication thereby; involvement in meetings may also be required.
• The public engagement goals are to maintain effective communication with identified stakeholder groups.

KDOT/PMC Provided Services

• Public Involvement: KDOT/PMC are responsible for developing and implementing a communication plan for the project. The document will include goals, objectives, strategies, channels, and messages and will be inclusive with all outreach and engagement efforts. This will be a living document maintained over the course of the project through the end of construction.
• Right of Way Services:
  • KDOT/PMC will provide the existing right of way files and property owners stripmap:
    • Acquisition has been initiated on four (4) properties near the K-96/US-54 interchange; relevant information will be provided to the consultant once it becomes available.
    • KDOT will manage right of way acquisition.

Survey Services

• KDOT/PMC will provide all project survey files required for the design and right of way.
• Project design surveys based on the selected alternative are completed and existing right of way is under development and will be provided upon completion.

Additional Scope Notes

• KDOT/PMC and the selected consultant will meet to share relevant information developed during the NEPA process and highlight the information that is critical to the project. NEPA level plans, design and traffic information developed by KDOT/PMC will be provided to the selected consultant.
• NEPA clearances and a FONSI were received January 24, 2023.

Anticipated Schedule and Key Dates

1. Proposals are due by or before 12:00 p.m. (Central Time) March 7, 2023.
2. Ranking of proposals is expected to occur on or around March 20, 2023, and shortlisted consultants will be notified of the location, date, and time of the interview.
3. Negotiations with the most highly ranked firm are expected to begin on or around April 4, 2023.
4. The target program fiscal year for this project is FY2025 (July 2024 – June 2025) if executed in a single phase, with potential for FY2024 initial phase letting if multi-phase approach is employed.

A detailed project schedule will be developed with the selected consultant. KDOT desires to accelerate the design and have the earliest possible project letting.

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 (4MB 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. “KA-6535-04–US-54.East Kellogg Expansion_FIRM NAME”
5. The proposal must be accompanied by Special Attachments No. 8 (“Tax Clearance Certificate”) and No. 10 (“Policy Regarding Sexual Harassment”). Both attachments are required for every firm involved in a multi-consultant team.
   1. 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.
6. The outline in Table 3 below describes the expected proposal organization and content sections.
7. Table 4 lists the proposal evaluation criteria and associated weights which will be used to determine shortlist and may be considered in final selection.
8. 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 them necessary, evaluation criteria for interviews will be distributed to shortlisted consultant teams in advance.

Table 3: Proposal Content
Section	Description of Intent	Page Limit
Cover Letter		1 Page
Project Approach	Demonstrate a unique and innovative 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 an expedited schedule. Include anticipated key milestone dates and availability of staff. Demonstrate the ability to deliver the earliest possible project letting.
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 with which you propose to subcontract.
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	15%
Project approach	25%
Approach and commitment to expedite schedule	20%
Past performance history for similar projects/services for KDOT	10%
Understanding of the project area	15%
Innovation/Creativity in solutions	10%
Approach to quality control	5%

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 Contract Conditions

Steven Cross will be the KDOT project manager; the PMC will be assisting with the following tasks:

• Expedited design reviews (including over the shoulder) and submittals
• Coordination as needed
• Schedule tracking
• Right of Way Engineering and Appraisal
• Environmental Documentation
• Permitting
• Public Involvement Oversight

The selected consultant will be required to coordinate closely with Steven Cross and the PMC.

The selected consultant will be required to meet the requirements identified in the NEPA document for this project.

Questions

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

Questions can be submitted until February 22, 2023; answers will be provided to all prequalified consultants on March 1, 2023.

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

Doc. No. 050895