Volume 43 - Issue 20 - May 16, 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 to supply personnel to perform professional services as described below. Interested consultants must upload a proposal by 12:00 p.m. (Central Time) May 29, 2024, to the Bid Express page to be considered for selection.

Consultant Prequalification

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

• 231 – Traffic Control Analysis and Design

If a firm is not currently prequalified by KDOT in any of the required categories, 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 solicitation 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.

Anticipated Consultant Scope

The KDOT, Bureau of Transportation Planning’s Access Management Unit is seeking assistance to provide technical and engineering services to assist the KDOT Access Management Unit (AMU) with tasks routinely performed by the AMU Staff with one (1) part-time engineer. The engineer will be located in the consultant’s office. This person will act as project manager on assigned Access Management Construction Projects; review design plans as assigned by the Special Projects Manager; Assist the Special Projects Manager with review of complex Access Permits and the review of comprehensive traffic impact studies (TIS) and basic TIS for consistency with applicable engineering guidelines and standards, and coordination of agency wide evaluation of these requests and specialized investigations; assist the Special Projects Manager with preparation of access planning instruments and special studies. Preference will be given to engineers with experience in traffic analysis including familiarity with traffic modeling and simulation. Experience with reviewing site drainage studies is also desired. The engineer must have an active Professional Engineering License in the State of Kansas. This person must exhibit excellent communication both verbally and written with property developers, consultants, and local public agencies throughout the permitting process and construction projects. This person is a decision-maker and frequently makes independent decisions using strategic and engineering judgement. This is a part-time position for eight (8) hours per week Monday-Friday. The term of this work is from July 2024 to the end of June of 2025. No overtime time and half salary will be allowed.

Anticipated Schedule and Key Dates

1. Proposals are due by or before 12:00 p.m. (Central Time) May 29, 2024.
2. Ranking of proposals is expected to occur on or around June 3, 2024. Negotiations with the most highly ranked firm are expected to begin on or around June 17, 2024. An executed agreement is anticipated around June 28, 2024.
3. The program fiscal year for this project is FY2025 (July 2024–June 2025).
4. Anticipate start Date: July 1, 2024; 52 working days.
5. Target Completion Date: June 30, 2025.

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 PDF (2MB maximum size) of the proposal must be uploaded to the appropriate bid form on Bid Express by the proposal due date and time.
4. The subject line of the email and the PDF file name must read:
   1. “EN-1201-25_Transporation Engineering _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. Both attachments are required for every firm involved in a multi-consultant team. The outline in Table 1 below describes the expected proposal organization and content sections.
6. Table 2 lists the evaluation criteria and associated weights which will be used to make a selection.
7. Depending on the number and quality of responses received, KDOT anticipates shortlisting (based on responses) and holding interviews prior to final selection (which may be based on both responses 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	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 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 KDOT Traffic Engineering Practices	Describe team’s familiarity with KDOT’s design process and standards. Describe familiarity with KDOT Bureau of Traffic Engineering and its practices.

Table 2: Evaluation Factors
Evaluation Factor	Weight
Qualifications and experience of project manager and other key project team members proposed for services	20%
Past performance history for similar projects/services for KDOT	15%
Availability to respond to the work	15%
Unique qualifications	5%
Approach to quality control	15%
The quality and completeness of the response	10%
Understanding of KDOT Technical Policies	5%
Demonstrated understanding of nature and scope of project	15%

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

The selected firm will be asked to enter scope and fee negotiations with KDOT for an agreement. In the event KDOT cannot reach an agreement with the highest-ranked firm, it will terminate negotiations with such firm and commence negotiations with the next highest-ranked firm, and so on, until either agreement is reached for a satisfactory scope of services for a fair and reasonable price, or KDOT decides to pursue other alternatives.

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 May 16, 2024; answers will be provided to all prequalified consultants on May 23, 2024.

Calvin Reed
Secretary
Department of Transportation

Doc. No. 052115