1-3-C-021-26 RFQ Dennis, Hedge to Parker.doc

Request For Qualifications

For Design Services Dennis Ave, Hedge Lane to Parker, Road Improvements pn 3-C-021-26

April 20, 2026 I.

Introduction and Background The City of Olathe, Kansas, Public Works Department is requesting qualified design firms to submit qualifications for the preparation of design documents for the following project:

Dennis Ave, Hedge Lane to Parker, Road Improvements.

This project will improve Dennis Ave from Hedge Lane to Parker from a two-lane roadway to a modified 3-lane roadway with turn lanes. The project will focus on access control and safety. A new traffic signal will be included at Hedge Lane and a potential dogbone roundabout will be considered at Montclaire/Robinson.

Also included in the project will be sidewalks, bike lanes, streetlights, storm sewer improvements, and all other work necessary to complete the project.

The project will include survey of existing conditions, utility coordination, cost estimates, acquisition documentation (title reports, surveyed exhibits, easement documents, etc.) needed for any right-of-way or easements, traffic counts as needed, developing construction plans in accordance with KDOT and Olathe specifications, coordination with utilities, KDOT and Olathe, assistance with bidding of projects for construction and assistance as needed throughout construction.

II.

Scope Of Services

Design services shall address all items necessary for construction and operation of the completed project. Design services are anticipated to include, but are not limited to: surveying, roadway and easement design, traffic control devices, maintenance of traffic plans, signs, pavement markings and marker plans, drainage design, design of stormwater management facilities, water and sewer utility design, geotechnical investigation including boring and analysis, materials analysis, hydraulic and hydrologic analysis, and utility coordination including potholing and surveying (Refer to Exhibit C for utility coordination requirements).

The design engineer will be required to validate the suitability of a proposed minimum pavement section, and if deemed inadequate increase the pavement layer thicknesses subject to City of Olathe approval. The design engineer will be responsible for the final design of the pavement. Any additional information that the design engineer may need for their particular design shall be included in the design engineer’s scope of work. Any survey, design and subsurface information provided by the City of Olathe is subject to the limitation as stated therein and must be validated and augmented as necessary to provide final design.

A project specific scope of services will be developed with the first ranked firm during contract negotiations. In general, the services to be provided by the consultant shall include the following categories:

S1.

Participate in the following meeting(s) per the Olathe Project Procedures Manual:

· Project meetings with City staff to discuss the project objectives.

· Public information meetings.

· Project meetings with utility companies to coordinate project needs.

S2.

Provide design professionals (Engineers) familiar with both KDOT and Olathe specifications. The final plans will need to be sealed by a Registered Professional Engineer licensed by the State of Kansas.

S3.

Provide a Registered Land Surveyor licensed by the State of Kansas to be responsible for all surveying services, including but not limited to:

· Document preparation necessary for acquisition of easements and right of way.

· Topographic information.

· Horizontal and vertical control.

S4.

Provide final construction plans and documents for the listed project. Final plans and documents shall be provided to the city in hardcopy and electronic format. (AutoCadd, PDF, GIS, TIF, and Word Documents).

S5.

The design firm selected for the work must be able to provide the City’s standard insurance provisions (Refer to Exhibit B). In addition, the following indemnification clause shall be part of the contract:

Indemnification: For purposes of indemnification requirements, the term "Loss" means any and all loss, damage, liability or expense, of any nature whatsoever, whether incurred as a judgment, settlement, penalty, fine or otherwise (including attorney's fees and the cost of defense), in connection with any action, proceeding, demand or claim for injury, including death, to any person or persons or damages to or loss of, or loss of the use of, property of any person, firm or corporation, including the parties hereto, which arise out of or are connected with the performance of this Agreement. For purposes of this Agreement, Consultant hereby agrees to indemnify, defend and hold harmless City and its agents from any and all Loss where Loss is caused as a result of the intentional misconduct, recklessness, negligence, or other actionable fault of Consultant or its subcontractors. Consultant is not required hereunder to defend City or its agents from assertions that they were negligent, nor to indemnify and hold them harmless from liability based on City’s negligence.

S6.

The Design firm will be responsible for compliance with all applicable standards and codes, including the ability to prepare and submit any necessary state or federal permits or submittals.

S7.

Prepare cost estimates.

S8.

Provide assistance as needed throughout construction of the projects.

III.

Submittal Of Proposal

Interested and qualified design firms are invited to submit a proposal (five (5) paper copies and one (1) electronic proposal in pdf form) to the City of Olathe, Public Works Department. The selection of the design firm will be made from the information provided. The information should be submitted and organized in the following manner:

P1.

Cover letter, please include project number.

P2.

Title Page.

P3.

Table of Contents.

P4.

Project understanding and approach. (tab for this item) (four (4) pages maximum)

Provide a description of your firm’s approach to the project.

Include a project schedule and milestones to be achieved.

P5.

Relevant Experience. (tab for this item) (one (1) page for each project listed)

Provide a list of specific experience on projects related to this type of work. A minimum of three (3) (with a maximum of five (5)) similar projects which you are currently working on or have completed within the last five (5) years shall be included. Each project should provide the following information:

· Name, address, and telephone numbers of contact persons for whom work was performed.

· Your firm’s personnel and their responsibilities on the project.

· Initial cost of design contract and final cost of the design contract. Explain any increase in cost.

· Original construction cost estimate, construction contract amount and final cost of construction.

· Brief description of work completed and how it relates to the proposal. Include any innovative solutions used.

P6.

Staff. (tab for this item) (one (1) page for each resume, one (1) page for an organizational chart)

· Resumes of staff that would be assigned to work on the project and their responsibilities

· Identify any and all sub-consultants to be used on the project. Provide detailed information about their previous relevant experience and their qualifications to perform work on this project.

P7.

Availability. (tab for this item) (one (1) page maximum)

Design firms shall indicate level of current and projected workload to sufficiently inform City of availability for this project. List current and projected projects for each staff member listed in the organizational chart.

P8.

Standard Hourly Rates Sheet. (tab for this item) (one (1) page maximum)

Hourly rates must be included for all employment classifications for the engineering or architectural firm submitting qualifications. Standard rates should also be included for equipment costs and any reimbursable expenses.

The following items do not apply to the page count:

· Exhibits (verbiage on exhibit must be kept to a minimum)

· Tabs

IV.

Special Conditions

SP1.

Design firms shall visit the site and inform themselves of all conditions presently existing. Their failure to visit the site shall in no way relieve the successful design firm from the necessity of furnishing all materials and performing all work necessary to complete the project in accordance with the Request for Qualifications.

V.

Selection Procedure

The City will use the following selection procedure:

From the firms expressing interest, a committee will review the submittals and rank the firms. If interviews are required to assist in the selection process, the short listed firms will be notified. The criteria used for selection will include:

A. Adherence to proposal submittal outline. (10 pts) B. Project understanding and approach including firm’s familiarity with the project area. (40 pts) C. Relevant Experience including past performance of design firm and any sub-consultants with City of Olathe or other municipalities, and firm’s knowledge of City, State and Federal procedures. (15 pts) D. Staff and Availability (10 pts) E. Project Schedule including ability to perform the desired services within the time prescribed or consultants’ justification for modifying the time schedule. (10 pts) F. Public Involvement (15 pts)

Each item from criteria A through F will be given a point value (one (1) to a minimum of ten (10), with one (1) being low and ten (10) being high), as assigned above. The top ranked firms will be selected for an interview (if needed) to further the selection process.

The selection committee will request a detailed proposal including cost from the first ranked firm. If an agreement can not be negotiated, the City will move to the second ranked firm. Once an agreement is reached, it will be submitted to the City Council for approval. The remaining firms will be notified by letter after the agreement is approved by the City Council.

VI.

Schedule

The following is a tentative project schedule:

May 15, 2026 RFQ Due at 12:00 PM

May 22, 2026 Notify Firm (s) of Project Selection

June 5, 2026 Scope, contract, and fees due from top ranked firm

June 16, 2026 Contract Award by City Council

June 17, 2026 Notice to proceed to consultant

April 1, 2027 Field Check Plans

June 1, 2027 Right-of-Way/Easement documents to Olathe

February 16, 2028 Final Plans

June 1, 2028 Letting for construction

VII.

City Contact

Please direct all questions to

Therese Vink, P.E.

PHONE: 913-971-9032

E-MAIL: tmersmann@olatheks.org

Submit electronic proposal by 12:00 PM, May 15, 2026.

Proposals should be submitted both on Bonfire.com and also e-mailed to tmersmann@olatheks.org.

Therese Vink, P.E.

Project Manager

Public Works Department

City of Olathe

P.O. Box 768 (66051)

1385 S. Robinson Drive

Olathe, Kansas 66061

EXHIBIT B

PROFESSIONAL SERVICES INSURANCE REQUIREMENTS

A. Consultant shall procure, and maintain as required, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the project. The cost of such insurance shall be included in the Consultant's bid.

B. Consultant shall maintain the following coverages and minimum limits.

1. Commercial General Liability (CGL): [ISO "occurrence" form or its equivalent] $1,000,000 per occurrence limit including personal and advertising injury and products - completed operations. Any general aggregate limit should be at least $2,000,000.

2. Business Auto Coverage: (Owned and non-owned autos) $500,000 per occurrence, combined single limit.

3. Workers Compensation and Employers Liability: Workers compensation limits as required by applicable state workers’ compensation laws and employer’s liability limits or equivalent of $500,000/$500,000/$500,000.

4. Professional Liability: Minimum limits to be $1,000,000 each claim / annual aggregate.

5. Coverage Limits. Coverage limits for General and Auto Liability exposures may be met by a combination of primary and umbrella policy limits.

6. Exposure Limits: The above are minimum acceptable coverage limits and do not infer or place a limit on the liability of the Consultant nor has the City assessed the risk that may be applicable to Consultant. Consultant shall assess its own risks and if it deems appropriate and/or prudent maintain higher limits and/or broader coverages. The Consultant’s insurance shall be primary and any insurance or self-insurance maintained by the City will not contribute to, or substitute for, the coverage maintained by Consultant.

C. Additional Insured. CGL and auto policies must be endorsed to include the City as additional insured for the project. Any and all coverage available to the named insured is applicable to the additional insured. The Consultant’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability.

D. Verification of Coverage.

1. A certificate of insurance, listing the City as a certificate holder, accompanied by an additional insured endorsement or equivalent.

2. The insurance coverages are to be provided by Kansas authorized insurance companies with a Best’s rating of at least A- VII. Those not meeting this standard must be approved by City.

3. Any self-insurance or self-insured retentions must be specified on the certificate of insurance. In addition, when self-insured the name, address, and telephone number of the claims office must be indicated on the certificate or separate attached document. Any and all deductibles or self-insurance in the above described coverages shall be the responsibility and at the sole risk of the Consultant.

4. When any of the foregoing insurance coverages are required to remain in force after final payment, additional certificates with appropriate endorsements evidencing continuation of such coverage shall be submitted along with the application for final payment.

5. Any coverage provided by a Claims-Made form policy must contain a three-year tail option, extended reporting period, or must be maintained for three years’ post contract.

E. Cancellation. Each insurance policy required shall not be suspended, voided, or canceled, except after Consultant has provided thirty (30) days' advance written notice to the City.

F. Sub-Consultants. All coverages for sub-Consultants must meet all of the requirements stated herein.

RFQ-8