Volume 40 - Issue 23 - June 10, 2021

State of Kansas

Department of Transportation

Notice to Consulting Firms

Background Information

The Kansas Department of Transportation (KDOT) is seeking the services of a consulting engineering firm for a multi-phase project to act as an advocate/liaison and resource guide for the following:

• Work with the IT Consulting firm writing the Pavement Management System Replacement: Business Analysis Effort Request for Proposal (RFP) to obtain a new pavement management system
• Show how each vendor response has met the business needs
• Assist in configuration of the new PMS solution
• Ensure implementation is completed and business processes are still achievable

The interested consulting firms must: (a) be prequalified by KDOT or otherwise demonstrate qualification in the following Category 162: Long Range Planning. Consultants may create a team to meet the prequalification requirements. If a firm is not currently prequalified by KDOT a response may still be submitted. Firms not prequalified must also provide documentation that demonstrates the firm is qualified. Firms may use the KDOT prequalification form to provide documentation. KDOT 1050 Prequalification category definitions (Blue Book) can be found at www.ksdot.org/descons.asp. 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 regulation.

The new Pavement Management System (PMS) solution must support the following business processes/programs within KDOT:

• Provides decision support for pavement project selection and scenario planning
• Structures pavement condition data for Highway Performance Monitoring System (HPMS) and Enhanced Priority Formula System (EPFS) use
• Supports TAMP, GASB-34, Fiscal and Ike (the State Transportation Program) with various pavement performance measures
• Establishes data that supports consistent performance, documentation, and communications
• Provides data to Pavement Design, Research, Constructions and Materials, Transportation Planning, Districts, KTA, and Contractors
• Have the flexibility to upgrade to changing business needs and federal requirements

A replacement pavement management system should be able to carry forward the primary decision support functions and supply other systems and users with condition, performance, and related pavement surface and structural data.

The consulting advocate will help ensure the Business Requirement Process Development document represents the business needs for the PMS RFP and is written to select, acquire, configure, implement, and operate the new PMS solution.

Schedule and Deadlines

A pre-bid conference call/webinar will be held at 1:00 p.m. June 14, 2021, through a Microsoft Teams at https://teams.microsoft.com/l/meetup-join/19%3ameeting_NzNlNDU0MDItY2I1Zi00MmFkLWJlNmMtZWRlM2U3Yzc0Nzlj%40thread.v2/0?context=%7b%22Tid%22%3a%22dcae8101-c92d-480c-bc43-c6761ccccc5a%22%2c%22Oid%22%3a%22fe50a2ac-a68f-4d1a-b709-4b631df7878f%22%7d or audio only at 785-414-8630, Conference ID: 672 036 862#.

Questions about this RFP shall be sent in writing by consultants to KDOT at kdot.designecontracts@ks.gov on or before 12:00 p.m. (CST) June 18, 2021. Technical Proposals are due on or before 12:00 p.m. (CST) June 25, 2021, to be submitted via email to kdot.designecontracts@ks.gov. No pricing or cost information shall be submitted unless and until requested by KDOT.

Anticipated Schedule for Subsequent Events

Evaluation and ranking of technical proposals on or about July 2, 2021, after which time all the firms will be notified of the selection. Negotiations with the most highly ranked firm to commence on or about July 7, 2021. Agreement in place and in effect on or about July 21, 2021.

Evaluation Factors

Technical proposals will be evaluated based on the following factors, evenly weighted, to rank the most qualified firms in order of preference (as first, second, and third, etc.):

1. The quality of the response to the RFP.
2. Qualifications and experience of consultant personnel proposed for services.
3. Recent relevant experience in the functionality and options available for COTS (Commercial Off the Shelf) PMS and/or software as a service and has previously implemented a PMS.
4. Relevant performance history.

Deliverables

• Ensure that the Pavement Management System Replacement: Business Analysis Effort RFP fully represents the needs of a PMS that can perform all the needed business processes
• Develop a checklist to verify that vendors can meet business needs
• Show how each vendor response to Work Order: Task Proposal Number (pending) meets the business needs
• Prepare a summary table highlighting the strengths and weaknesses of each vendor response to Work Order: Task Proposal Number (pending)

Services

• Attend needed meetings between IT consultants developing the Pavement Management System Replacement: Business Analysis Effort RFP
• Share knowledge of the large view of what various vendor’s systems can do
• Assist in configuration and implementation to ensure vendor and new PMS solution can fulfill business needs

Budget/Hours

It is estimated that approximately 750 hours could be needed for the initial phase of working with the IT consulting firm writing the Pavement Management System Replacement: Business Analysis Effort RFP to obtain a new pavement management system.

Direct all inquiries and questions regarding this RFP to kdot.designcontracts@ks.gov. Consulting firms shall not contact any other KDOT staff for information regarding this RFP.

David Lutgen, P.E.
Division of Engineering and Design

Doc. No. 049211