Volume 44 - Issue 3 - January 16, 2025

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 project(s) described in Table 1 below. Interested consultants must submit a proposal as laid out herein by 12:00 p.m. (Central Time) February 5, 2025, to be considered for selection.

Consultant Prequalification

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

• 212 - Highway Design - Minor Facility
• 222 - Standard Span Bridge Design
• 325 - Hydraulic and Hydrologic Studies

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.

Table 1: Background and Scope of Project
Project Number	Background and Scope of Project
KA-7525-01	Flooding occurs in the Augusta Industrial Park during big storm events. The drainage study will analyze the hydrology and hydraulics in the area, make recommendations and perform the design for a culvert replacement.

Table 2: Project Summary
Project Number	Route and Scope	Length (mi)	Project Termini
KA-7525-01	054-008 Drainage Study and Culvert Replacement	0.001	US-54 Culvert #525 over stream located 0.89 miles east of US-77/US-54 west junction.
Project Number	Structure BR#, Structure Scope, Structure Size and Type
KA-7525-01	#0008-C0525 Culvert Replacement of existing 2-7'x7' RCB

Anticipated Consultant Scope

KDOT anticipates the following to be included in the consultant’s scope:

• Preliminary Design Services
• Final Design Services
• Discovery Phase Services

The scope of services may include traffic engineering, hydrology/hydraulics, designer construction services, and permitting assistance. The project involves a culvert replacement. Provide cost estimate bi-annually as we arrive at major project milestones. KDOT will provide survey, geology, and geotechnical services.

The scope included herein may not be all-inclusive. A scoping meeting will take place after consultant selection is made.

Anticipated Schedule and Key Dates

1. Proposals are due by or before 12:00 p.m. (Central Time) February 5, 2025.
2. Ranking of proposals is expected to occur on or around February 10, 2025. Negotiations with the most highly ranked firm are expected to begin on or around March 3, 2025. An executed agreement is anticipated around March 24, 2025.
3. The program fiscal year for this project is FY2028 (July 2027 - June 2028).

The consultant will have 10 months to perform the drainage study and come up with culvert replacement recommendations. Following the recommendations, KDOT plans to move to the engineering phase and the construction phase.

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 (10 MB 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 proposal PDF file name must read:
   1. “KA-7525-01_Culvert #525_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. Upload these files as instructed in Bid Express.
6. The outline in Table 3 below describes the expected proposal organization and content sections.
7. 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 interviews to be necessary, interview details and requirements and evaluation criteria for the interview will be distributed to shortlisted consultant teams in advance.
8. Table 4 lists the evaluation criteria and associated weights which will be used to shortlist respondents and may be considered in final 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	35%
Project approach	35%
Approach and commitment to meet advertised schedule	10%
Past performance history for similar projects/services for KDOT	20%

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”)

Special Contract Conditions

This project will be managed by PMC.

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 January 23, 2025; answers will be provided to all prequalified consultants on January 30, 2025.

Calvin Reed
Secretary
Department of Transportation

Doc. No. 052781