Volume 43 - Issue 7 - February 15, 2024

State of Kansas

Department of Transportation

Request for Proposals

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 Great Plains Rural Freight Technology Corridor Project (US-83 Advanced Technology project) as described. Interested consultants must submit a proposal as laid out herein by 12:00 p.m. (Central Time) February 28, 2024, 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

If a firm is not currently prequalified by KDOT, the firm may still submit a proposal but 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 KDOT 1050–Consultant Qualification Questionnaire to provide this documentation. The 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.

Project Background

The US-83 Advanced Technology project includes the addition of advanced technology to the existing Intelligent Transportation Systems (ITS). The existing Wichita Transportation Management Center (WTMC), called WICHway, will be used to operate new devices deployed on US-83 in western Kansas. The project covers a section of US-83, including the I-70 interchange, Scott City, Kansas, and Garden City, Kansas with four existing signalized intersections, three existing Road Weather Information System (RWIS) sites, two roadside dynamic message signs (DMSs) and three closed circuit television (CCTV) cameras. The project will introduce new roadside devices, software, and connected vehicle (CV) technologies as described in the US-83 Concept of Operations at https://ikewebstorage.blob.core.windows.net/files/US83_ConOps_v1.pdf. KDOT is currently installing fiber along the project corridor to serve as a communications backbone from Oakley, Kansas to Garden City, Kansas. Additional information can be found on the project website at https://ike.ksdot.gov/us-83-connected-vehicle-project#:~:text=The%20U.S.%2083%20Advanced%20Technology%20Project%20will%20be%20planned%20in,subsequent%20monitoring%20to%20measure%20performance.

Anticipated Consultant Scope

The designer’s scope of work will include design of additional field devices, assistance in updating the project’s systems engineering documents, coordination on system integration, and testing oversight as outlined in the concept of operations. This design scope includes development of plans for roadside devices that will interface with the KaITS ATMS and KanDrive website. The design will include fiber connections from new devices to the new fiber optic backbone being installed by the other project. The designer will also coordinate with the KaITS and KanDrive contractors to define and develop interface requirements to supply and receive data from new technologies. The design will also identify final quantities and locations based on desired functionality and construction budget. Other KDOT contractors will make improvements to the KaITS ATMS operated by WICHway and KanDrive ATIS supported by Castlerock with which the roadside devices and CV technology in this contract will interface. Anticipated enhancements are listed below, although this may be subject to change depending on budget analysis.

This is the field equipment that has been identified in the concept of operations to be included in the project.

• RWIS sensor upgrades at two locations and one RWIS relocation and upgrade.
• RWIS sensors at CCTV traffic camera sites.
• Three to four CCTV traffic cameras.
• Spot congestion monitoring at two to three locations using video analytics.
• Two to three roadside dynamic message signs.
• Two snowplow AVL and camera systems.
• Two to four freight signal priority (FSP) and CV roadside units (RSUs)-compatible signal controllers.
• Two to four RSUs and five to ten CV onboard units (OBUs).
• Vehicle detection system (VDS) at two to four intersections used to request freight signal priority.

Provide a scope of services/proposal to perform the following tasks:

1. Project management.
2. Pre-Design: Including kick-off and biweekly coordination meetings, field reviews, local agency coordination, utility coordination, conceptual plan, and engineer’s estimate.
3. Systems Engineering: Assist KDOT in updating the systems engineering documents according to the design. The designer will add the necessary details to complete the Detailed Requirements in the Requirements Traceability Verification Matrix (RTVM) and prepare a System Verification Plan for the construction contractor to use with the RTVM. Systems engineering documents, already prepared, include the Concept of Operations (ConOps), Project Systems Engineering Management Plan (PSEMP), Data Management Plan (DMP), Project Evaluation Plan (PEP), and draft RTVM. The designer will complete the draft RTVM requirements list, per the design, and prepare a System Verification Plan.
4. Coordinate with the existing KDOT software contractors on the design to facilitate integration into the KaITS (SwRI) and KanDrive (Castle Rock) systems. Including the development of an Interface Control Specifications (ICS) Plan.
5. Prepare 60% and 95% plans (final date to be determined after award): Including base mapping, quality control review, incorporation of KDOT ITS specifications, specifications for new technologies, traffic control plans, and engineering estimates.
6. Prepare final plans 2 months after 95% submittal: Incorporate KDOT design comments, and finalize plans sheets.
7. Provide post-letting construction support services such as progress meetings, submittal and shop drawing reviews, addressing construction questions, and plan sheet revisions if necessary.

Anticipated Schedule and Key Dates

1. Proposals are due by or before 12:00 p.m. (Central Time) February 28, 2024.
2. Anticipated Start Date: April 15,2024.
3. Anticipated Calendar Completion Date: To be based on the schedule developed during Design.
4. Ranking of proposals is expected to occur on or around March 13, 2024.
5. Negotiations with the most highly ranked firm are expected to begin on or around March 18, 2024. An executed agreement is anticipated around April 8, 2024.

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 (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. “KA-6234-02 US83 Advanced Technology Project 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.org/taxclearance.html. Allow 2-3 business days for processing. All 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 1 below describes the expected proposal organization and content sections.
7. Table 2 lists the evaluation criteria and associated weights which will be used to make a 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 proposals and interview content). If KDOT deems them necessary, evaluation criteria for interviews will be distributed to shortlisted consultant teams in advance.

Table 1: Proposal Content
Section	Description of Intent
Cover Letter	(No more than 1 page)
Project Approach	Describe how your firm will approach the project design efficiently and how your firm will approach the project integration and coordination efforts with KanDrive and KaITS. Include any unique, cost-effective, and/or optimized solutions planned for the design.
Approach to Quality Control	Describe methods or procedures your firm will use to provide all services with professional quality and technical accuracy.
Qualifications and Experience	For key personnel to be assigned to the project provide names, qualifications, education, training, and expertise. Identify their area(s) of responsibility and the percentage 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 the team’s past performance with respect to the 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 the team’s familiarity with KDOT’s inspection processes and standards. Describe familiarity with the project area and any identified special site conditions.

Table 2: Evaluation Factors
Evaluation Factor	Weight
The quality and completeness of the response.	10%
Qualifications and experience of project manager and other key project team members proposed for services.	25%
Proposed project approach.	20%
Availability to respond to the work.	20%
Past performance history for similar projects/services for KDOT.	25%

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 sub-consultants 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 Attachment No. 12 (“Certification of Company Not Currently Engaged in the Procurement or Obtainment of Certain Equipment, Services, or Systems”)

Questions

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

Questions can be submitted until February 15, 2024; answers will be provided to all prequalified consultants by February 22, 2024.

Calvin Reed
Secretary
Department of Transportation

Doc. No. 051849