Volume 45 - Issue 3 - January 15, 2026

State of Kansas

Department of Transportation

Request for Proposals

FC-2001-26–Embedded District Office Coordinator(s) for District 2 Headquarters

Notice to Consulting Firms

The Kansas Department of Transportation (KDOT) is seeking a qualified consulting firm or team of firms to supply personnel to perform professional services as described below. Interested consultants must upload a proposal by 12:00 p.m. (Central Time) January 30, 2026, 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):

• 241 – Construction Inspection and Testing

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 https://www.ksdot.gov/doing-business/design-consultants/design-consultant-prequalification. 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

KDOT anticipates the following to be included in the consultant’s scope: Assisting and training personnel in the form of part-time, in-house, overview of permits, contract administration/finalization, and other ancillary duties to KDOT’s District 2 Headquarters. Scope will include assistance with training personnel to take over the duties of District Office Coordinator. Further information can be found on the attachment on page 3 of this solicitation.

Consultant staff will be utilized for a minimum of 2 days/week excluding holidays. Contract period will be one year with an optional one-year extension.

The scope included herein may not be all-inclusive.

Anticipated Schedule and Key Dates

1. Proposals are due by or before 12:00 p.m. (Central Time) January 30, 2026.
2. Ranking of proposals is expected to occur on or around February 2, 2026. Negotiations with the most highly ranked firm are expected to begin on or around February 16, 2026. An executed agreement is anticipated shortly thereafter.
3. Anticipated Start Date: As soon as under contract.

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.)
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 subject line of the PDF file name must read:
   1. “FC-2001-26–EmbedDistCoord.Admin in D2 HQ Salina_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.

Table 1: Proposal Content
Section	Description of Intent
Cover Letter	(no more than 1 page)
Project Approach	Describe how your firm will meet the fluctuating needs of the project.
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 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 processes and standards. Describe familiarity with the district.

Table 2: Evaluation Factors
Evaluation Factor	Weight
The quality and completeness of the response	10%
Availability to respond to the work	20%
Qualifications and experience of key project team members proposed for services	20%
Past performance history for similar projects/services for KDOT	20%
Understanding of the District and Area	20%
Understanding of KDOT contract administration and closeout procedures	10%

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 submitted via Q&A section of bid form in Bid Express.

Questions can be submitted until January 21, 2026; answers will be provided to all prequalified consultants on January 27, 2026.

ATTACHMENT: ADDITIONAL DETAILS

Embedded Consultant for KDOT’s District 2 Headquarters in Salina

The KDOT District 2 Headquarters located in Salina, Kansas, is requesting an embedded consultant to provide part-time, in-house, technical assistance with construction contract documentation review, processing of District Highway Permits, and other ancillary duties.

Process Construction Contract Documents

Under the direction of the District Staff Engineer (DSE), assist with processing construction contract documents submitted by the Area Offices such as Change in Plans, 402s, Force Account Statements, Supplemental Agreements, Final Project Payments, and all other documents related to construction and maintenance projects.

Assist with Other Internal District Affairs

Items related to this include, but are not limited to:

• Administers all District Highway Permits.
• Coordinate noxious weed programs.
• Preparation and maintenance of City Connecting Link Agreements.
• Logging daily property damage and highway condition reports.
• Coordination of the District’s Adopt-A-Highway Program.

Mentoring Resource

The consultant will serve as a mentor and provide effective leadership to the designated District Office Coordinator Trainee. The consultant will identify and recommend areas of additional training needed for the designated trainee. This information will be used to assist the DSE to organize effective training.

Provides other project administrative assistance to the DSE as directed.

Qualifications

• A minimum of 10 years of experience managing or supporting large or complex KDOT operations.
• Possess extensive technical expertise to ensure highway permit applications are in accordance with appropriate regulations, such as Corridor Management Policy, Utility Accommodation Policy, etc.
• Proficiency with KDOT’s various computer systems such as AWP.

This is expected to be a part-time (2 days/week excluding holidays) assignment based at the District 2 Headquarters in Salina. The hours may be split between two employees of the consultant, but both must meet the qualifications. Work hours can be adjusted if the DSE and Consulting firm approve a minimum of 1 week in advance. The contract period will be one calendar year with an optional one-year extension.

Calvin Reed
Secretary
Kansas Department of Transportation

Doc. No. 053798