Volume 42 - Issue 11 - March 16, 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(s) described in Table 1 below. Interested consultants must email a proposal to KDOT.DesignContracts@ks.gov by 12:00 p.m. (Central Time) March 29, 2023, to be considered for selection.

Consultant Prequalification

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

• 211 Highway Design – Major Facility
• 231 Traffic Control Analysis and Design
• 302 Engineering Surveying
• 336 Right of Way Services
• 401 Landscape, Seeding, and Erosion Control

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-6902-01	This project involves construction of a roundabout at the intersection of K-32 and 158th Street in Leavenworth County. The scope also includes vertical profile adjustments to improve intersection sight distance. The project is scheduled for letting in November 2026. Services associated with this Request for Proposals include survey, development of existing right of way, preliminary design, and final design.

Table 2: Project Summary
Project Number	Route and Scope	Length (mi)
KA-6902-01	032-052 Design roundabout with vertical grade improvements	0.25

Anticipated Consultant Scope

KDOT anticipates the following to be included in the consultant’s scope: Survey Services, Preliminary Design Services, Final Design Services, Environmental Documentation Preparation (Permitting), Right of Way Services, Letting and Construction Phase Services, 3D Electronic Deliverables Preparation, and Public Involvement Services.

Project Management

• 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 KDOT Graphic Standards Manual, including CAD conformance checks and ControlCAD indexed DGN files with ProjectWise attributes.
• Provide bi-annual construction cost estimates and at major project milestones.

Survey

• Provide full survey, including topography, drainage areas, drainage structures, section corners, section line ties, and property owner information.
• Pre-survey meeting will be held with KDOT Survey Section prior to consultant starting survey effort.

Right of Way

• Develop existing right of way.
• Files will be developed in KDOT’s Open Roads design environment. KDOT will provide existing KDOT records research to delineate the existing right of way features and property deed lines. A project kick-off meeting will be scheduled to review the project information and finalize deliverable upon NTP.
• The development of existing right of way will aid the design effort in determining the limits of the present right of way within which KDOT project construction could occur. Existing right of way includes KDOT right of way, county right of way (e.g.: dedicated county road records and county plans), and platted right of way of cities, towns, and subdivisions. The determination by plan station and offset, and by record description shall be evaluated. In addition, the depicting of property lines per deed and plat adjacent/intersecting the existing right of way shall be detailed.

Road Design

• Develop Preliminary Plans to Field Check.
• Develop Final Plans for Construction.
• Perform roadway geometric design, drainage design, intersection analysis.
• Visit the project site location.

Traffic Engineering

• Traffic Control Plans: This project will require traffic to be carried through construction.
• Develop permanent signing and pavement marking plans.
• Develop temporary traffic control plans.
• Develop lighting plans.

Public Involvement

• Plan for at least one public open house and several kitchen table meetings with adjacent businesses.

Activities to be performed by KDOT are likely to include:

• Environmental Services:
  • Permit application.
  • Technical data to support these activities will be required from the consultant immediately after field check.
  • Permits will include NPDES – Storm Water Runoff Permit in which KDOT will require information from consultant:
    • Total project site area in acres.
    • Total disturbed area in acres (from Seeding Plans).
    • Impervious area in square feet (existing and proposed).
  • Above information needs to be provided by consultant (90) days prior to letting.
• Utility coordination, if required.
• Geotechnical Services including soil investigations, pavement field investigation and design, and surfacing recommendations.

Anticipated Schedule and Key Dates

1. Proposals are due by or before 12:00 p.m. (Central Time) March 29, 2023.
2. Ranking of proposals is expected to occur on or around April 5, 2023. Negotiations with the most highly ranked firm are expected to begin on or around April 12, 2023. An executed agreement is anticipated around April 19, 2023.
3. The program fiscal year for this project is FY2027 (July 2026 – June 2027).
4. Important dates in Discovery Phase:
   • BSURV: April 19, 2023
   • SURYC: September 12, 2023
   • PLNMR: February 15, 2024
   • FDCHK: November 15, 2024
   • PLROW: January 30, 2025
   • PLNTE: November 18, 2025
   • UTILP: March 18, 2026
   • PLCOM: July 21, 2026
   • LETTG: November 18, 2026

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. “KA-6902-01–IntsctnImpvmt K-32.158St_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 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 make a 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	15%
Project approach	15%
Approach and commitment to meet advertised schedule	10%
Past performance history for similar projects/services for KDOT	25%
Approach to quality control	15%
The quality and completeness of the response	10%
Understanding of KDOT Technical Policies	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 Contract Conditions

This project will be managed by KDOT.

Questions

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

Questions can be submitted until March 16, 2023; answers will be provided to all prequalified consultants on March 22, 2023.

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

Doc. No. 050949