Volume 43 - Issue 11 - March 14, 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 support our Wichita Communication and Integration. Interested consultants must submit a proposal as laid out herein by 12:00 p.m. Central Time March 27, 2024, to be considered for selection.

Consultant Prequalification

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

KDOT Bureau of Intelligent Transportation Systems (ITS) has approximately 150 ITS devices such as Dynamic Message Signs (DMS), CCTV Cameras, and traffic sensors/detectors in the Wichita, Kansas area. Many of these devices use KDOT’s fiber optic network to communicate with the traffic management center (TMC) in Wichita. Some devices use cellular modem communications instead of fiber. KDOT requires troubleshooting assistance for communication and hardware issues. In addition, KDOT operates a truck parking availability system that uses IRIS software to communicate with truck parking signs and updates and maintains construction specifications for consistency and to reduce future maintenance issues.

This is a yearly contract which may be extended for up to four additional years.

Anticipated Consultant Scope

The project scope includes support on an as-needed basis via phone, email, and on-site to troubleshoot problems with cameras, signs, detectors, modems, and radios that prevent communication with central software and operations of those devices. Consultant will also assist with installation of test devices, inspection of field locations, evaluation of products, configuration of existing devices, evaluation of interoperability needs, and other project support as needed. Consultant will assist with monitoring and troubleshooting KDOT’s Truck Parking Information Management System (TPIMS) and IRIS software maintenance. Consultant will also maintain and update ITS construction specifications as needed.

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

1. ITS troubleshooting services.
2. ITS construction support.
3. Truck parking information management system support.
4. Construction specification maintenance.
5. Project management with bi-weekly updates/meetings.

Anticipated Schedule and Key Dates

1. Proposals are due by or before 12:00 p.m. (Central Time) March 27, 2024.
2. Anticipated Start Date: July 1, 2024.
3. Anticipated Calendar Completion Date: June 30, 2025.
4. Ranking of proposals is expected to occur on or around April 10, 2024.
5. Negotiations with the most highly ranked firm are expected to begin on or around April 15, 2024. An executed agreement is anticipated around May 31, 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-1832-25 Wichita Communication Integration Support 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. 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 March 14, 2024; answers will be provided to all prequalified consultants by March 21, 2024.

Calvin Reed
Secretary
Department of Transportation

Doc. No. 051922