Volume 44 - Issue 19 - May 8, 2025

State of Kansas

Department of Transportation

Request for Proposals

KA-7674-01 DMS Retrofits

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) June 4, 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):

• 163–Congestion Management/ITS

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-7674-01	Design for retrofit of approximately 42 existing roadside DMS sites across Kansas. Existing DMS will be removed from existing structures and new DMS will be installed on existing structures.

Table 2: Project Summary
Project Number	County	Scope	Project Termini
KA-7674-01	106 Statewide	Dynamic Message Sign (DMS) Retrofits	DMS Structure Replacement

Anticipated Consultant Scope

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

1. Preliminary Design Services
2. Final Design Services
3. Letting and Construction Services

KDOT anticipates the following may be included in the consultant’s scope in this phase:

1. Project management
2. Pre-Design: Including kick-off and biweekly coordination meetings, field review, and engineer’s estimate.
3. Prepare 95% plans (final date to be determined after award): including base mapping, quality control review, incorporation of KDOT ITS specifications, traffic control plans, and engineering estimates.
4. Prepare final plans 1 month after 95% submittal: Incorporate KDOT design comments, finalize plans sheets and cost estimates.
5. Provide Post-Letting Construction Support services such as progress meetings, submittal reviews, construction questions, and plan sheet revisions if necessary.

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) June 4, 2025.
2. Anticipated Start Date: July 6, 2025
3. Number of Workdays: TBD
4. Anticipated Calendar Completion Date: TBD
5. Ranking of proposals is expected to occur on or around June 18, 2025.
6. Negotiations with the most highly ranked firm are expected to begin on or around June 20, 2025. An executed agreement is anticipated around July 6, 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 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 subject line of the email and the PDF file name must read:
   1. “KA-7674-01 –DMS Retrofits _FIRM NAME”
5. The proposal must be accompanied by Special Attachments No. 8 (“Tax Clearance Certificate”) and 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.
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 project 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
The quality and completeness of the response	10%
Qualifications and experience of project manager and other key project team members proposed for services	30%
Proposed Project Approach	15%
Availability to respond to the work	15%
Past performance history for similar projects/services for KDOT	30%

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

Questions

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

Questions can be submitted until May 15, 2025; answers will be provided to all prequalified consultants on May 22, 2025.

Calvin Reed
Secretary
Department of Transportation

Doc. No. 053143