1-RFQ PN 3-R-000-27.pdf

RFQ-1

REQUEST FOR QUALIFICATIONS

FOR

DESIGN SERVICES

WOODSIDE NEIGHBORHOOD STREET IMPROVEMENTS PROJECT

W ASHBURY STREET

N PARKER STREET TO N CLINTON STREET

W FAIRWOOD LANE

W FOREST DRIVE TO N CLINTON STREET

N TROOST STREET

W FOREST DRIVE TO W LAYTON ST

W WOODSIDE DRIVE

N TROOST STREET TO N CLINTON STREET

PN 3-R-001-27

October 8, 2025

RFQ-2

I. INTRODUCTION AND BACKGROUND

The City of Olathe, Kansas, Engineering Division is requesting qualified design firms to submit qualifications for the preparation of design documents for construction of the following project as part of the 2027 Olathe Street Reconstruction Program:

Project Name: Woodside Neighborhood Street Improvements Project Project Number: 3-R-001-27 Project Limits: W Ashbury Street (N Parker Street to N Clinton Street), W Fairwood Lane (W Forest Drive to N Clinton Street), N Troost Street (W Forest Drive to W Layton Street), and W Woodside Drive (N Troost Street to N Clinton Street

Designed improvements will include removal of the existing street, installation of subgrade improvements, asphalt pavement, concrete curb and gutter, driveway approaches, sidewalks and ADA sidewalk ramps, streetlight installation, and stormwater improvements.

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 (if needed), traffic counts as needed, developing construction plans in accordance with KDOT and Olathe specifications, coordination with utilities, the railroad, 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:

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• 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.

(PDF and in accordance with Exhibit D). After completion of the construction of the project, as-builts shall be provided in accordance with Exhibit D.

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

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Interested and qualified design firms are invited to submit a proposal (one (1) complete electronic proposal in PDF format) to the City of Olathe, Engineering Division on Bonfire (https://olatheks.bonfirehub.com). For technical support for your account or for uploading a proposal, please contact Bonfire technical support.

One design firm will be selected. The selection of the design firm(s) will be made based on overall performance from the information provided, not their performance on a single project. The information should be submitted and organized in the following manner:

P1. Cover letter, please include project number and project name.

P2. Title Page.

P3. Table of Contents.

P4. Project understanding and approach. (tab/title page for this section) (four (4) pages maximum) Provide a description of your firm’s approach to the project.

P5. Relevant Experience. (tab/title page 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/title page for this section) (one (1) page for each resume maximum, 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/title page 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.

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P8. Standard Hourly Rates Sheet. (tab/title page 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.

P9. Project Schedule. (tab for this item) (one (1) page maximum per project) Include a project schedule and milestones to be achieved.

The following items do not apply to the page count:

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

• Tabs/Section Title Pages

IV. SPECIAL CONDITIONS

SP1. Design firms shall visit the sites 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. One firm shall be selected. The criteria used for selection will include:

A. Adherence to proposal submittal outline. (10 points) B. Project understanding and approach including firm’s familiarity with the project area and any public involvement. (30 points) 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. (30 points)

D. Staff and Availability (15 points) E. Project Schedule including ability to perform the desired services within the time prescribed or consultants’ justification for modifying the time schedule. (15 points)

The selection committee will request a detailed proposal including cost from the first ranked firm. If an agreement cannot 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:

Woodside Neighborhood Street Improvements Project, PN 3-R-001-27

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October 31, 2025 RFQ Due at 12:00 PM November 14, 2025 Notify Firm of Project Selection December 5, 2025 Scope, contract, and fees due from top ranked firm January 6, 2026 Contract Award by City Council January 7, 2026 Notice to proceed to consultant May 1, 2026 Field Check Plans June 12, 2026 Right-of-Way/Easement documents to Olathe August 14, 2026 Final Plans October 1, 2026 Advertise for construction October 27, 2026 Open bids December 1, 2026 Construction Contract Award by City Council March 1, 2027 Construction Notice to Proceed

VII. CITY CONTACT

Submission of one (1) complete electronic proposal in PDF format is due by 12:00 PM, Friday, October 31st, 2025. Submissions must be submitted to Bonfire (https://olatheks.bonfirehub.com).

Please direct questions to:

Hannah Snakenberg, E.I.T.

Street Preservation Project Manager City of Olathe, Kansas 1385 S. Robinson Drive Olathe, Kansas 66061

(913) 971-9037 hsnakenberg@olatheks.org

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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.

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EXHIBIT C

Utility Coordination Checklist

Each project is unique and can be expected to have varying degrees of impact to utilities ranging from minor adjustments to complex and lengthy relocates. A successful utility coordination process has three main facets simplified to:

• What is in conflict

• Where it will be moved

• How long it will take to move it

The checklist below is a tool to help with this process.

The city’s project design firm will have primary responsibility for Coordination and Design phases with participation from the city staff. The city staff will have primary responsibility for Construction (utility relocate) phases. City staff may consult with the project design firm if changes or issues arise during the construction phase.

Please also reference APWA Section 5900 – Best Management Practices: Utility Coordination for CIP

Design Firm/Surveyor call in locates early in the project design phases o Note – often utilities will be labeled clear or fail to mark lines as part of a design ticket.

Non-response tickets may be required. Additional issues shall be reported to the City for assistance.

Project notice to utilities as soon as utilities in the project footprint have been identified

(notify all utilities listed on KS One Call tickets) o Describe project improvements o Request detailed existing mapping o Request documentation of any private easements and claims for reimbursement o Provide a general schedule and include a response by date o Copy Project Manager and Utility Coordinator

Survey locates (as much detail as possible) once all utilities have been marked as per locate requests o Survey locate marks by provider o Survey utility boxes, vaults, and other structures (make note of provider) o Make note of overhead infrastructure in addition to each power pole.

Transformers, COM attachers, power or COM risers, guy wires, etc.

Incorporate survey into project plans for 30% submittal

(Any utility line work on plans shall only be from survey of utility marks or pothole points. Small gaps can be filled by mapping info and needs to be noted as such) o Label lines and facilities by provider

Include boxes, vaults, and other structures (by provider)

Note overhead infrastructure in addition to each power pole

• Transformers, COM attachers, power or COM risers, guy wires, etc…

See EXHIBIT A for examples of how information will need to be captured.

o Some providers may only be labeled by CATV and will require further coordination to confirm ownership of lines.

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o Review existing mapping to help identify any lines or other infrastructure that may have been missed during locates and survey.

o Utility lines shall NOT be added to project plans based on mapping or as-built info only.

o Utilize utility information obtained to minimize utility impacts when possible during project design.

Project design firm to generate a master utility plan (may not apply to all projects) o Utilities labeled by provider and in applicable colors.

o Denote utilities that are to be abandoned or vacated.

o Recommend alternate routes to avoid points of conflict such as proposed storm crossing or conflicts with other utility relocates when possible.

o Continue to update sheets as utility relocate plans are received.

Conflict analysis based on survey, mapping, and other info o X-Y locations that may be impacted by Z axis improvements (pothole recommendations)

Consider not only project improvements but also constructability.

• Over dig for walls, storm sewers, etc.

• Additional depth for rock

• Potholing is the responsibility of each individual utility o The City’s project team may elect to also pothole private utilities when it is determined beneficial to the project.

o The project design firm shall make a list of potential conflict points for discussion at the utility meetings. (Individual utility companies should also be doing the same)

When making a list, keep in mind utility locates are not always accurate so infrastructure near proposed improvements may need to be added to the list for discussion (share this list for comment by the City).

Project design firm to help prioritize location of utilities when overlapping potential relocate paths are identified (ongoing throughout project).

o Identify opportunities for joint trenches when possible or in tight areas of the project.

Design Firm to notify all parties when project plans change (ongoing throughout project).

o Reevaluate/conflict analysis in areas of change

Pre-utility meeting – “plan of attack discussion” prior to utility meeting #1 (city and design team) o What is the utility due date?

o What are the utility schedule milestones?

Start to develop overall utility schedule.

o Are there project pinch points?

o Identify any utilities claiming private easement/ reimbursement.

o Is there project phasing that should be prioritized by utilities too?

o How are utility meetings to be setup for the project? Joint meetings then individual?

o Other?

Utility Meeting #1 around 30% plan submittal o Schedule o Request any existing mapping or private easement information not yet collected.

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o Early project overview and potential opportunity to adjust project improvements around utilities.

o Distribute meeting minutes.

Individual Meetings ongoing as needed o Overall review of any likely points of conflict or other concern.

o Discussion of where/how utilities will relocate.

Example: if a proposed relocate is navigating storm sewers and grade cuts, is there a different path to simplify the relocate and setup the project for success?

Utility Meeting #2 before 60% plans o Discussing progression of relocate plans

Utility providers to generate relocate plans on a timeframe agreed upon during coordination meetings.

o The design firm and City shall review relocate plans.

Consider including relocate plans in master utility plans o The design firm will gather any comments and respond accordingly to the utility.

o Further review of revisions shall continue until the project team has no additional comments to relocate plans.

o The design firm will incorporate relocate plans in to project plans and master utility plan sheets.

HANDOFF POINT WHERE PRIMARY DUTIES SHIFT TO THE CITY UTILITY COORDINATOR (Design firm may have incidental involvement as needed). A FEW OF THESE DUTIES ARE NOTED BELOW:

Utility Company and/or contractor to obtain a ROW permit prior to starting.

o The city will review the permit to confirm it matches previously reviewed relocate plans.

Utility Coordinator will check on utility construction, progress, and compliance with relocate plans.

Utility Coordinator to look for potential oversights or other points of conflict not covered in the relocate plans.

o Minor issues may be addressed in the field by the City Utility Coordinator.

o The City Utility Coordinator will reengage the project team and utility provider with any issues found requiring additional coordination.

Utility Coordinator to provide design firm and PM periodic updates on progress.

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EXHIBIT A

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EXHIBIT D

GIS Guidelines for Digital Data Submission for Projects

Design and As-Built files should be submitted in ESRI geodatabase (.gdb) format, but AutoCAD DWG format is acceptable if ESRI GIS format is not possible.

Submitted files must be in NAD83 Kansas State Plane North feet spatial coordinate system.

Data/layers should be present for all features/assets being constructed or installed during the project. This includes all features/assets on any of the plan sets or as-builts. This could include, but should not be limited to, data for any of the following:

1. Street improvements

2. Stormwater

3. Streetlights

4. Sanitary Sewer

5. Waterline

6. Other

Attribute data should be included with all CAD/GIS data submitted. The following attribute data should be included for all features and assets, as applicable to the feature/asset type:

1. Diameter

2. Material

3. Length

4. Fitting Type

5. Fitting Size

6. Fitting Connection Type

7. Type

8. Manufacturer

9. Model

If other attribute data exists it should be included as part of the data submittal.