02 Pheasant Branch Greenway Enhancement RFP 2022_10_31 advertise.pdf

Department of Public Works

Engineering Division James M. Wolfe, P.E., City Engineer

City-County Building, Room 115 210 Martin Luther King, Jr. Boulevard Madison, Wisconsin 53703 Phone: (608) 266-4751 Fax: (608) 264-9275 engineering@cityofmadison.com www.cityofmadison.com/engineering

DATE: November 1, 2022

TO: Consultants Submitting Proposals for the Pheasant Branch Greenway

Enhancement Design Project

FROM: James M. Wolfe, P.E., City Engineer

SUBJECT: Request for Proposals

The City of Madison Engineering Division is requesting proposals for the design of the Pheasant Branch Greenway

Enhancement Project, also known as the Old Sauk Trails Business Park Flood Mitigation project. The intent for the

Request for Proposals is to allow consultants the opportunity to enter into a contract with the City of Madison for the required work as detailed in the Request for Bids (RFP).

Please refer to the RFP for pertinent information and dates. The following items are included with the RFP and considered part of it:

Appendix A: Sample Purchase of Services Contract

Exhibit 1 – Figure 1 – Proposed Conditions Conceptual Figure

Exhibit 2 – Example Routing Sheet

Cost Proposal Page

Electronic Files available via instructions in the RFP

The RFB may be obtained at any of the following online locations:

State of Wisconsin, VendorNet System: www.vendornet.state.wi.us

City of Madison Public Works: www.cityofmadison.com/business/pw/requestforproposals.cfm

Demandstar by Onvia: www.demandstar.com

Interested Consultants shall submit one (1) electronic copy of their Proposals to the Office of the City Engineer by 4:00 PM on December 1, 2022. Submit proposal electronically to: Caroline Burger at CBurger@cityofmadison.com

Please carefully review the RFP and follow all instructions. The successful Consultant must be agreeable to the City Of

Madison standard contract language in the Sample Contract. Questions regarding this project may be directed to the project manager, Caroline Burger at CBurger@cityofmadison.com

Sincerely, for

James M. Wolfe, P.E., City Engineer

RFP: cb cc: Janet Schmidt, City Engineering

Deputy City Engineer Bryan Cooper, AIA

Gregory T. Fries, P.E.

Chris Petykowski, P.E.

Deputy Division Manager Kathleen M. Cryan

Principal Engineer 2 John S. Fahrney, P.E.

Janet Schmidt, P.E.

Principal Engineer 1 Christina M. Bachmann, P.E.

Mark D. Moder, P.E.

Financial Manager Steven B. Danner-Rivers mailto:engineering@cityofmadison.com http://www.cityofmadison.com/engineering http://www.vendornet.state.wi.us/ http://www.cityofmadison.com/business/pw/requestforproposals.cfm http://www.demandstar.com/ mailto:CBurger@cityofmadison.com mailto:CBurger@cityofmadison.com

CITY OF MADISON

REQUEST FOR PROPOSALS

Title: Pheasant Branch Greenway Enhancement Design

City Agency: Engineering Division

Due Date: December 1, 2022

4:00 PM CST

Page i

Table of Contents

1 NOTICE TO PROPOSERS

1.1 Summary of Services Requested

1.2 Project Area and Background

1.3 Important Dates

1.4 Format

1.5 Delivery of Proposals

1.6 Standard Terms & Conditions

1.7 Appendix A: Sample Contract for Purchase of Services

1.8 Affirmative Action Notice

1.9 City of Madison Contact Information

1.10 Inquiries and Clarifications

1.11 Addenda

1.12 Local Vendor Preference

1.13 Acceptance/Rejection of Proposals

1.14 Withdrawal or Revision of Proposals

1.15 Non-Material and Material Variances

1.16 Public Records

1.17 Usage Reports

1.18 Tax Exempt

1.19 Proposer’s Responsibility

2 PROJECT GOALS, TASKS, ROLES AND RESPONSIBILITIES

2.1 Project Goals

2.2 Noted Design Components

2.3 Project Draft Scope of Services

2.4 Roles and Responsibilities

3 SCHEDULE AND SUBMISSION CONTENT

3.1 Timeline

3.2 Submission Contents

3.3 Submittal Details

4 EVALUATION OF PROPOSALS

Appendix A: Contract for Purchase of Services

Exhibit 1 – Figure 1 FY2021 FEMA BRIC Grant Concept

Exhibit 2 - Example Routing Sheet

Electronic Data via Syncplify

1. XP-SWMM 1D/2D Pheasant Branch Watershed Study models

2. Pheasant Branch Watershed Study Report

3. Topographic survey data, including exterior property boundary of the design area. The City has collected some survey in the past and just released an RFP to collect additional survey

4. Wetland delineation report and boundary in digital (CADD or GIS format)

5. Partial artificial wetland exemption

6. Tree survey and condition evaluation

7. Tree clearing project

8. Historic pond and greenway data, where available

9. FY2021 FEMA BRIC Grant submittal

10. City of Madison Pond Design Checklist

11. City of Madison Restoration Example

1 NOTICE TO PROPOSERS

1.1 Summary of Services Requested

The City of Madison (City) is seeking proposals from a firm or team (Consultant) to design the Pheasant Branch Greenway Enhancement project, also known as the Old Sauk Trails Business Park Pond and

Greenways, located at 8308 Excelsior Drive, on the west side of Madison. The intent of the design project is to reconstruct the existing stormwater ponds and greenways in a manner that maximizes flood reduction while enhancing stormwater quality treatment. The purpose of the Request for Proposals

(RFP) is to solicit a design firm or team to carry out the design activities, as well as to develop a Scope of Services for the design process.

This project has been notified of receipt of an FY2021 Federal Emergency Management Agency (FEMA) Building Resilient Infrastructure and Communities (BRIC) Grant pending the Environmental Assessment (EA). The grant’s purpose is to add resilience, in the form of flood risk reduction, to the project area. The design must achieve the flood reduction demonstrated in the FY2021 FEMA BRIC Grant Application materials.

The selected Consultant will be responsible for completed design activities within the timeframe that allows the City to fully maximize the allocated FY2021 FEMA BRIC Grant funding. The City has 36 months to reach substantial completion of construction from the date of the start of the grant award.

The Proposal submittals, discussed in detail in Section 3, shall highlight qualifications of project team and key personnel, project understanding and potential challenges, previous related project experience, level of effort, and scope of design services needed to meet the project goals. City of Madison Engineering staff will use submitted RFP responses to select the Consultant.

1.2 Project Area and Background

The Pheasant Branch Greenway Enhancement Project Area includes a series of stormwater ponds fed by greenways and culverts. It is located at the downstream end of the Pheasant Branch Watershed and is part of the South Fork of the Pheasant Branch Watershed.

Detailed information regarding the project area can be found in the attached FY2021 FEMA BRIC Grant materials included with the electronic information.

1.3 Important Dates

Deliver Proposal no later than the due time and date indicated below. The City will reject late Proposals:

Issue Date: November 1, 2022

Questions Due Date: November 10, 2022, 4:00 PM CST

Answers Posted Date: November 14, 2022, 4:00 PM CST Proposal Due Date: December 1, 2022, 4:00 PM CST

1.4 Format

Given the challenges in submitting physical documents currently, Proposals will be submitted in PDF format via email (max size 17 MB).

The City will not consider illegible Proposals.

Elaborate Proposals beyond that sufficient to present a complete and effective Proposal, are not necessary or desired.

1.5 Delivery of Proposals

Emailed Proposals will need to be limited to 17 MB or less. Please see Section 3 for Submittal Details.

1.6 Standard Terms & Conditions

City of Madison Standard Terms and Conditions are the minimum requirements for the submission of Proposals.

1.7 Appendix A: Sample Contract for Purchase of Services

Proposers are responsible for reviewing this attachment prior to submission of their Proposals. The Sample Contract for Purchase of Services shall serve as the basis of the contract resulting from this RFP.

The terms of this template contract shall become contractual obligations following award of the RFP. By submitting a Proposal, Proposers affirm their willingness to enter into a contract containing these terms.

The Scope of Services developed by the Consultant shall become part of the Contract for Purchase of

Services for Design Professionals.

1.8 Affirmative Action Notice

If Contractor employs 15 or more employees and does aggregate annual business with the City of $50,000 or more for the calendar year in which the PO and/or Contract is in effect, Contractor shall file, within thirty (30) days from the PO/Contract effective date and BEFORE RELEASE OF PAYMENT, an Affirmative Action Plan designed to ensure that Contractor provides equal employment opportunity to all and takes affirmative action in its utilization of applicants and employees who are women, minorities and/or persons with disabilities. A sample affirmative action plan, Request for Exemption forms, and instructions are available at: www.cityofmadison.com/civil-rights/contract-compliance/vendors-suppliers/forms or by contacting a Contract Compliance Specialist at the City of Madison Affirmative

Action Division at (608) 266-4910. Vendors must register for an account to complete the required forms online, here: https://elam.cityofmadison.com/citizenaccess

Contractor shall also allow maximum feasible opportunity to small business enterprises to compete for any subcontracts entered into pursuant to this PO/Contract.

Job postings: All Contractors who employ 15 or more employees (regardless of the dollar amount of this contract or their annual aggregate business with the City) must notify the City of all external job openings at locations in Dane County, Wisconsin, and agree to interview candidates referred by the City or its designated organization. Job posting information is available at: http://www.cityofmadison.com/civil-rights/programs/referrals-and-interviews-for-sustainable-employment-raise-program. Instructions for Contractors: http://www.cityofmadison.com/civil-rights/documents/RaISE_Job_Posting_Instructions.pdf

The complete set of Affirmative Action requirements for this purchase can be found in paragraph 20 of Appendix A – Standard Terms and Conditions and, if applicable, in Section 13 of Appendix B –

Sample Contract for Purchase of Services.

1.9 City of Madison Contact Information

The City of Madison is the procuring agency:

Caroline Burger City of Madison Engineering Division cburger@cityofmadison.com http://www.cityofmadison.com/civil-rights/contract-compliance/vendors-suppliers/forms https://elam.cityofmadison.com/citizenaccess/ http://www.cityofmadison.com/civil-rights/programs/referrals-and-interviews-for-sustainable-employment-raise-program http://www.cityofmadison.com/civil-rights/programs/referrals-and-interviews-for-sustainable-employment-raise-program http://www.cityofmadison.com/civil-rights/documents/RaISE_Job_Posting_Instructions.pdf

For questions regarding Affirmative Action Plans please contact:

Contract Compliance Department of Civil Rights

City-County Bldg., Room 523 210 Martin Luther King, Jr. Blvd.

Madison, WI 53703

PH: (608) 266-4910

dcr@cityofmadison.com

The City employs spam filtering that occasionally blocks legitimate emails, holding them in ‘quarantine” for four calendar days. The contacts listed in this RFP will acknowledge all emails received. Proposers not receiving acknowledgement within twenty-four hours shall follow-up via phone with specific information identifying the originating email address for message recovery.

1.10 Inquiries and Clarifications

Proposers finding any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP document shall immediately notify the City and request clarification. In the event that it is necessary to provide additional clarification or revision to the RFP, the City will post addenda – see 1.11 below. Proposers are strongly encouraged to check for addenda regularly.

Proposals should be as responsive as possible to the provisions stated herein. Exceptions are not permitted. The City of Madison reserves the right to disqualify any and all bids that are non-responsive or that include exceptions.

Any questions regarding the submittal process and/or aspects of the RFP may be made via e-mail to Caroline Burger at cburger@cityofmadison.com. Only email communications will be accepted.

An acknowledgement of receipt of the questions will be emailed to the Consultant as the questions are received. No questions will be accepted after 4:00 p.m. (CDT) November 10, 2022. All questions and responses will be sent and posted no later than November 14, 2022 by 4:00 p.m.

1.11 Addenda

In the event that it is necessary to provide additional clarification or revision to the RFP, the City will provide an addendum to all Proposers. The addendum will be provided via email to the contact listed on the RFP. If other group members would like to be included on the email for addendum it is the Proposer’s responsibility to identify those persons wishing to receive the email.

1.12 Local Vendor Preference

The City of Madison has adopted a local preference purchasing policy granting a scoring preference to local suppliers. Only suppliers registered as of the bid’s due date will receive preference. Learn more and register at the City of Madison website: www.cityofmadison.com/business/localPurchasing.

1.13 Acceptance/Rejection of Proposals

The City reserves the right to accept or reject any or all Proposals submitted, in whole or in part, and to waive any informalities or technicalities, which at the City's discretion is determined to be in the bes t interests of the City. Further, the City makes no representations that a contract will be awarded to any Proposer responding to this request. The City expressly reserves the right to reject any and all Proposals responding to this invitation without indicating any reasons for such rejection(s).

The City reserves the right to postpone due dates and openings for its own convenience and to withdraw this solicitation at any time without prior notice.

mailto:dcr@cityofmadison.com http://www.cityofmadison.com/business/localPurchasing

1.14 Withdrawal or Revision of Proposals

Proposers may, without prejudice, withdraw Proposals submitted prior to the date and time specified for receipt of Proposals by requesting such withdrawal before the due time and date of the submission of Proposals. After the due date of submission of Proposals, no Proposals may be withdrawn for a period of

90 days or as otherwise specified or provided by law. Proposers may modify their Proposals at any time prior to the due date listed in Paragraph 1.3.

1.15 Non-Material and Material Variances

The City reserves the right to waive or permit cure of nonmaterial variances in the offer if, in the judgment of the City, it is in the City’s best interest to do so. The determination of materiality is in the sole discretion of the City.

1.16 Public Records

Proposers are hereby notified that all information submitted in response to this RFP may be made available for public inspection according to the Public Records Law of the State of Wisconsin or other applicable public record laws. Information qualifying as a “trade secret”defined in State of Wisconsin

Statutesmay be held confidential.

Proposers shall seal separately and clearly identify all information they deem to be “trade secrets,” as defined in the State of Wisconsin Statutes. Do not duplicate or co-mingle information, deemed confidential and sealed, elsewhere in your response.

S. 19.36(5)

(5) TRADE SECRETS. An authority may withhold access to any record or portion of a record containing information qualifying as a trade secret as defined in s. 134.90(1)(c).

s. 134.90(1)(c)

(c) “Trade secret” means information, including a formula, pattern, compilation, program, device, method, technique or process to which all of the following apply:

1. The information derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use.

2. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.

The City cannot ensure that information will not be subject to release if a request is made under applicable public records laws. The City cannot consider the following confidential: a bid in its entirety, price bid information, or the entire contents of any resulting contract. The City will not provide advance notice to Proposers prior to release of any requested record.

To the extent permitted by such laws, it is the intention of the City to withhold the contents of Proposals from public viewuntil such times as competitive or bargaining reasons no longer require non-disclosure, in the City’s opinion. At that time, all Proposals will be available for review in accordance with such laws.

1.17 Usage Reports

Annually, the successful Proposers shall furnish to City Purchasing usage reports summarizing the ordering history for each department served during the previous contract year. The report, at a minimum, shall include each and every item or service ordered during the period, its total quantities and dollars by item/service and in total. The City reserves the right to request usage reports at any time and request additional information, if required, when reviewing contract activity.

1.18 Tax Exempt

The City of Madison as a municipality is exempt from payment of federal excise taxes (Registration Number 39-73-0411-K) and State of Wisconsin taxes per Wisconsin statute 77.54(9a). Federal Tax ID #39-6005507. A completed Wisconsin Department of Revenue Form S-211 (R.2-00) can be found on the

City website. Our tax-exempt number is ES 42916.

1.19 Proposer’s Responsibility

Proposers shall examine this RFP and shall exercise their judgment as to the nature and scope of the work required. No plea of ignorance concerning conditions or difficulties that exist or may hereafter arise in the execution of the work under the resulting contract, as a consequence of failure to make necessary examinations and investigations, shall be accepted as an excuse for any failure or omission on the part of the Proposers to fulfill the requirements of the resulting contract.

2 PROJECT GOALS, TASKS, ROLES AND RESPONSIBILITIES

The purpose of this project is to develop permitted bidding documents for the Pheasant Branch Greenway

Enhancement project, also known as the Old Sauk Trails Business Park Pond and Greenways, located at 8308 Excelsior Drive, on the west side of Madison. The final design shall meet the project goals detailed in Section 2 of this RFP. The Consultant shall submit a Scope of Services as part of their proposal. This

Scope of Services will be used as an attachment to the Contract for Purchase of Services, and shall specifically outline all necessary steps to be completed in this design.

The City expects the design process will be collaborative with the appropriate level of discussion throughout the duration of the project. Based upon public acceptability and regulations, not all designs may be acceptable, and the Consultant shall be willing to modify designs based on City input. Check-ins with staff will be required to obtain the appropriate guidance as the projects proceed.

This project has been notified of receipt of an FY2021 Federal Emergency Management Agency (FEMA)

Building Resilient Infrastructure and Communities (BRIC) Grant pending the Environmental Assessment (EA). The grant’s purpose is to add resilience, in the form of flood risk reduction, to the project area. The design must achieve the flood reduction demonstrated in the FY2021 FEMA BRIC Grant Application materials.

The selected Consultant will be responsible for completed design activities within the timeframe that allows the City to fully maximize the allocated funding. The City has 36 months to reach substantial completion of construction from the date of the start of the grant award.

Given the current permitting climate, the City is anticipating 90% construction documents will need to be complete by January 2024, that permits will be obtained in the Fall of 2024, and construction will begin in January 2025. The Consultant will review available information and create a design project schedule that will allow for all permits to be obtained and substantial completion to occur within the FEMA BRIC Grant requirements.

The concept described in the FY2021 FEMA BRIC Grant submittals is what is approved for grant funding, as shown in Figure 1. It is expected the Consultant’s final deliverables will follow FEMA BRIC Grant requirements.

The total engineering budget submitted in the FY2021 FEMA BRIC Grant is $300,000.00.

2.1 Project Goals

This project has four main design goals.

Reduce flood risk as detailed in the FY FEMA BRIC grant submittal.

Improve water quality discharging to the South Fork of Pheasant Branch.

Utilize the existing XP-SWMM 1D/2D model for design and confirmation of meeting FEMA BRIC Grant requirements.

Restore the project area with environmentally sensitive vegetation and materials.

2.2 Noted Design Components

The Consultant shall provide recommendations to the City with plans and specifications that shall be included in the final bidding documents and during each review. The design shall at a minimum:

Propose a project that can be permitted by the WI Department of Natural Resources and the US Army Corps of Engineers, and that balances water quality improvement and wetland mitigation credit purchase.

Balance dredge quantities and disposal or reuse options with water quality improvement.

Avoid utility conflicts where possible. Where not possible, Consultant shall work with the City or private utility companies to identify utilities in conflict and the feasibility of relocating. Consultant shall lead the coordination with the appropriate utility companies and/or the City.

There are two known sanitary sewer crossings that will likely need to be lowered. Additional survey is being collected for this area.

Identify impacts on other adjacent properties and coordinate for any impacts with stakeholders.

Utilize environmentally sensitive design techniques.

Identify disturbance limits, channel/pond cross sections and profiles, provide plan and profile and pipe chart information for any storm and or sanitary sewer relocations or installations

Identify tree removal and provide direction as to who will mark them for removal/saving.

For trees to be removed close to the property line, Consultant shall field verify that they are on City property.

Provide direction and documentation on any necessary easement or land needs and draft relocation order documents as necessary to be used by the City to purchase land rights.

Provide maintenance access for storm and sanitary infrastructure. This shall include sanitary sewer vactor truck access as defined by Engineering Operations, future pond access for dredging, forebays at major outfalls that can be dredged, and access to storm sewer grates for clearing wherever possible.

This project is at the downstream end of the watershed. Flow conditions are expected to change as the watershed develops and as other flood reduction infrastructure is installed. The outlet structure shall allow for flexibility to be modified when major changes are expected for flow conditions.

Design a dewatering shelf to allow for future pond maintenance dredging to be dewatered on site, if possible.

Provide an erosion control plan (for both WDNR and City of Madison). Along with identifying, coordinating and obtaining any other State or Federal permitting required to complete the work.

Provide a comprehensive approach to WDNR and ACOE permitting that will meet the project goals and timeline. It is anticipated a heightened approach will be necessary based on the wetland and wetland mitigation requirements. Consultant is made aware that at the current time it appears that 90% plans are required for permit submittal to WDNR and ACOE the Consultant shall consider this in their timeline.

Incorporate ecological restoration analysis and design throughout the project design development including evaluation of ecological impacts, cost estimates, and proposed plans at the 30%, 60% and 90% level design submittals. This project may include varying levels of ecological restoration depending on design analysis, conversations with staff on long term management, and public feedback. An example of a City of Madison project where this is taking place is found here:

https://www.cityofmadison.com/engineering/projects/mendota-grassman-greenway-flood-mitigation-and-restoration-design Ecological restoration analysis shall evaluate which areas to target for invasive removals for long term management, existing watershed and seed bank, and likely success of ecological restoration efforts given city’s existing operational capacity. An example of the results of this analysis, which shall be similar to requirements of this project, are in the electronic materials included with this RFP.

The Consultant shall evaluate existing tree species, condition and ecological appropriateness, in conjunction with proposed designs to provide an ecological solution that minimizes impacts to desirable vegetation. The Consultant shall work with City staff on determining appropriate species and individual trees to save. All tree removals shall be submitted for review by the Forestry Division, and the Consultant may be asked to present on the impacts of these removals at public meetings.

It is anticipated, that the restoration work will be bid in two separate contracts occurring sequentially. The first contract shall include restoration work associated with the larger grading project, tree removal and work required to prepare the site for permanent planting and seeding.

The second contract shall be specific to seeding, planting, on-going invasive removals after seeding. The Consultant shall prepare plans and specifications for both, but shall not be required to provide bidding assistance, construction inspections, etc. as part of the latter restoration contract. It is expected this plan will be developed by an ecologist or landscape architect with knowledge of arboriculture, forestry and ecological restoration. If the Consultant does not have https://www.cityofmadison.com/engineering/projects/mendota-grassman-greenway-flood-mitigation-and-restoration-design https://www.cityofmadison.com/engineering/projects/mendota-grassman-greenway-flood-mitigation-and-restoration-design this expertise on staff, it is expected they will contract with a sub-consultant with the expertise.

The Consultant is expected be able to work independently on this and provide appropriate documents for City review.

Create draft 30%, 60% and 90% and construction cost estimate for the proposed project construction. Create final plans, specifications and construction cost estimate.

Provide guidance during bidding and limited construction oversite.

Current information indicates that FEMA will be completed the Environmental Assessment.

Should their staff capacity result in them being unable to complete it, or complete it within a timeframe that allows the City to meet the grant requirements, the Consultant shall complete the necessary Environmental Assessment to meet the FEMA grant requirements. The Proposal Cost Form includes this as an Additional Task. The Consultant shall provide a scope and cost for this potential additional task.

Meet all FY2021 FEMA BRIC grant requirements.

2.3 Project Draft Scope of Services

The City has provided a draft Scope of Services in addition to outlining the goals of the project, the minimum tasks, and the responsibilities of the City and the Consultant. The Consultant shall provide an annotated Scope of Services with their Proposals documenting their assumptions and additional tasks they feel are important for the success of the project.

The annotated Scope of Services shall be submitted with a corresponding cost proposal that is broken down per item of the proposed Scope of Services. The annotated Scope of Services shall become part of the Contract for Purchase of Services for the project.

Task 1. Review FY2021 FEMA BRIC Grant Requirements and Identify Additional Tasks

The City has received notice they are eligible to receive a FY2021 FEMA BRIC Grant pending the Environmental Assessment. The Consultant will review all of the requirements of the grant. Where additional tasks are necessary to fulfill grant requirements, the Consultant will coordinate with the City.

The additional tasks may be completed in-house or may be outsourced.

Task 1 Deliverables

Summary of review of FEMA BRIC Grant Requirements

Additional task descriptions, include scope and budget language

Task 2. Review Existing Data and Identify Additional Data Needed

Consultant shall review project base data provided by the City as identified in the Request for Proposals (RFP), and coordinate with the City and other utilities to gather additional base mapping.

Data to be provided by the City is anticipated to include the following, at a minimum:

XP-SWMM 1D/2D Pheasant Branch Watershed Study models;

Pheasant Branch Watershed Study Report

Topographic survey data, including exterior property boundary of the design area. The City has collected some survey in the past and just released an RFP to collect additional survey;

Wetland delineation report and boundary in digital (CADD or GIS format);

Partial artificial wetland exemption;

Tree survey and condition evaluation;

Tree clearing project;

Historic pond and greenway data, where available;

FY2021 FEMA BRIC Grant submittal;

City of Madison Pond Design Checklist;

City of Madison Restoration Example;

Title reports, if necessary, for Relocation Order;

Archaeological reviews—archeological review was completed by City staff and there are no known areas of interest in this project area;

Borings and soils data (to be collected based on Consultant input);

Sediment analysis (to be collected based on Consultant input);

Storm structure and pipe record data;

City of Madison Standard Specifications. Note the box culvert standard specification has been revised recently and should be reviewed for design criteria.

Consultant shall review the data provided with this RFP and coordinate with the City to acquire additional data as necessary. Additional data needed may include soil borings, Utility Line Openings (ULOs), vegetation surveys, and/or topographic survey data (including existing building lowest adjacent grade and low opening elevations), endangered species reviews, and sediment sampling as discussed below.

Task 2 Deliverables

List of additional data needs

Maps showing data need locations (if necessary)

Task 3. Utilize XP-SWMM 1D/2D Model for Project

The City has recently completed the Pheasant Branch Watershed Study. This model for the study was built using XP-SWMM’s Complete Bundle with the GPU Module for xp2D version 9.1.3. The Consultant may upgrade to the most recent version if they choose to.

There are three scenarios the Consultant is expected to utilize for this design. The first is Existing

Conditions. The second is the version with the FEMA BRIC Grant concept. The third is the Ultimate Proposed Conditions model which contains all the proposed solutions for the entire watershed.

It is expected that the designs will be entered into the Existing Conditions and Proposed Conditions model. The FEMA BRIC Grant model will be used as a reference.

Swallowtail Pond and Wexford Pond may be under active reconstruction during this project design. Both of these ponds eventually drain to the project area. The current design for each are in the Ultimate Proposed Conditions model. It is expected that the Updated Existing Conditions model returned to the

City include both of these reconstructed ponds if active reconstruction is occurring during the design of this project.

Task 3 Deliverables (to be included in Basis of Design Report)

Brief written summary of review (may be separate document or included in the Basis of Design Report)

Summary of results of each scenario

Input files for each model scenario (including surfaces used for topography in the models)

GIS files used for model manipulation or reporting

Task 3. Develop Sediment Sampling Plan and Dredging Plan

Consultant shall coordinate with the WDNR to determine if NR 347 or NR 528 is applicable to this project and if so, develop a sediment sampling plan in accordance with the applicable regulation. It is expected that the sediment sampling plan will identify the need and locations for soil borings/testing. Consultant will coordinate with WDNR to determine sample locations and testing requirements. The soil testing is to be done by the City’s testing consultant. Soil exploration is to be coordinated by the Consultant, but billed directly to City by testing firm.

The proposed design will incorporate dredging of the existing ponds. Therefore, the Consultant shall complete a dredging, dewatering, and spoils management plan in accordance with NR 528 as part of the project design.

Consultant will assist the City in the development of a scope of services (number and location of borings, analyses to be completed) for sediment sampling and sediment testing to be completed under separate contract with the City’s selected geotechnical contractor. Consultant will coordinate with the City’s geotechnical consultant and City’s Hydrogeologist to acquire the samples and perform required laboratory testing.

Consultant will coordinate with WDNR, geotechnical consultant, the City’s Hydrogeologist and analytical lab regarding the test results, and will define the significance of the test results as to the execution of the construction of the project.

Consultant will incorporate provisions for the excavation, handling and disposal requirements of potentially contaminated spoils into the project specifications. The Consultant shall coordinate with the City Project Manager on determining a spoils disposal location. The City will secure approval for disposal locations, including facilitating coordination with other City agencies where necessary. If necessary, the

Consultant shall prepare a dewatering plan and a dredging spoils disposal plan and incorporate into the project drawings—each plan shall consist of a single sheet depicting grading and erosion control at the remote site, as well as notes and details necessary to define the work.

Consultant will coordinate with WDNR throughout sediment sampling and dredging dewatering, and spoils management plan development and approval process.

Task 4 Deliverables

Sediment sampling plan

Dredging, dewatering, and spoils management plan

Correspondence with WDNR including list of all required permits

Summary of coordination between City’s Hydrogeologist, geotechnical consultant, Project Engineer and WDNR

Specification language as necessary and where required within construction documents describing provisions for the excavation, handling and disposal of potentially contaminated spoils

Task 5. Public Information Meeting #1

The City has a robust public outreach approach. The Consultant is expected to lead the public outreach activities while following established City processes.

Consultant will meet with City staff to review the documents, including a draft PowerPoint, in preparation for the first Public Information Meeting (PIM). Consultant assumes that this meeting will be conducted virtually, via ZOOM or other online platform. Two (2) Consultant design engineers will attend the meeting and the meeting will last approximately one (1) hour.

Consultant will conduct PIM #1. The purpose of the meeting will be to provide an overview of the project components, project goals, project constraints, and schedule. Three (3) Consultant facilitators will attend the meeting and the meeting will last approximately two (2) hours.

Task 5 Deliverables

Meeting agenda and meeting minutes for meeting with City staff

PowerPoint presentation for PIM that follow’s city’s standards

PIM#1 public attendee comment form

Supporting exhibits to facilitate discussion (one (1) copy delivered digitally in .pdf format).

Summary of meeting comments and discussion from PIM #1 (one copy delivered digitally in .pdf format).

Prior to the Public Information Meeting, the Consultant shall have at least one meeting with Stakeholders, see Task 8: Facilitate Stakeholder Meetings.

Task 6. Develop 30% Construction Documents and Cost Estimate

Consultant shall refine the conceptual design from the FY2021 FEMA BRIC Grant submittal and prepare 30% construction documents for purposes of discussion with City staff and the public. Documents shall include an overview plan, large-scale plan and profile sheets, along with conceptual details, and cross sections in the style of renderings. Concept level cost estimates shall also be prepared. The drawings and cost estimates will be delivered in digital format for review.

Task 6 deliverables

• 30% level plans and cost estimates

At the completion of the 30% Construction Documents and Cost Estimate, the Consultant shall have at least one meeting with Stakeholders, see Task 8: Facilitate Stakeholder Meetings.

Task 7. Develop Permit Applications and Supporting Documents

Consultant will determine the state, local, and federal permits needed for the project.

Consultant will utilize the 90% construction documents to prepare supporting documents and permit applications for signature by the City. Necessary permit applications are anticipated, but not limited to include the following:

City of Madison Erosion Control

Wisconsin DNR Construction Site Disturbance (WRAPP)

Wisconsin DNR/USACE Wetland Restoration Permits

Wisconsin DNR/USACE Ponds – Waterway Protection Permits

Wisconsin DNR/USACE Dam – Waterway Protection Permits

Wisconsin DNR/USACE Permit for Wetland Disturbance

Wisconsin DNR/USACE Dredging – Waterway Protection

Consultant shall exercise judgement in regards to design aspects that impact wetlands so as to minimize the requirement to purchase mitigation credits to the maximum extent practicable. The scope of services for wetland permitting does not include mitigation services (such as identifying or designing off-site mitigation, purchasing mitigation credits for a wetland bank, etc.). Consultant will provide City with amount of mitigation needed and City will carry out mitigation process.

Consultant shall provide City with permit fee amounts and City will provide payment. If wetland mitigation credits are required the City will facilitate the approval, purchase and payment of the credits.

Permitting of projects in this area of the City has been challenging. The Consultant shall create a strategy showing how they will successfully help the City apply for the permits. If necessary, a sub-consultant may be needed to assist with implementing the strategy.

As part of this Task, the Consultant shall provide a comprehensive approach to WDNR and ACOE permitting that will meet the project goals and timeline. It is anticipated a heightened approach will be necessary based on the wetland and wetland mitigation requirements. Consultant is made aware that at the current time it appears that 90% plans are required for permit submittal to WDNR and ACOE. The Consultant shall consider this in their timeline.

Note: The City of Madison has been holding preliminary design intent meetings with WDNR, prior to permit submittals, for projects. The purpose of this is to introduce the design to the WDNR and discuss expectation by the WDNR for any approvals of Wetland and Waterway permitting. The Consultant may wish to include these meetings in their permitting strategy.

Task 7 Deliverables

List of expected permits and associated fees

Correspondence with WDNR

Completed permit applications and supporting documentation

Digital copies of letters of permit coverage. (Permit requirements will be incorporated into the 100% construction documents.)

Task 8. Facilitate 3 Stakeholder Meetings

There are many stakeholders for this project. The CONSULTANT shall include three (3) meetings with stakeholders in their proposal cost.

Consultant will meet with City staff to review the documents in preparation for the stakeholder meetings.

Consultant can assume that this meeting will be conducted virtually, via ZOOM or other online platform.

Two (2) Consultant design engineers will attend the meeting and the meeting will last approximately two

(2) hours.

At each meeting, Consultant shall provide visuals to facilitate useful conversation about the topic (grading extents, inundation comparisons etc.). Consultant shall assume a brief presentation with a slide show (PowerPoint) will be prepared, followed by question and answer session. The Consultant shall assume that these meetings will be virtual for Task 8 in the Cost Proposal Spreadsheet, yet shall provide a unit cost for in-person stakeholder meetings on the Cost Proposal Spreadsheet. An in-person stakeholder meeting may include a site walk-through (should it be able to be done safely given COVID-19 precautions).

Task 8 Deliverables

Meeting agenda and meeting minutes for meeting with City staff

PowerPoint presentation for PIM that follow’s city’s standards

Stakeholder comment forms

Supporting exhibits to facilitate discussion with stakeholders (one (1) copy delivered digitally in .pdf format. For in person meetings, Consultant shall provide the City with pdfs to print 11x17 maps and a 3’x4’ map)

Summary of stakeholder meeting comments and discussion (one (1) copy delivered digitally in .pdf format).

Task 9. Develop 60% Construction Documents and Cost Estimate

Prior to the development of 60% Construction Documents and Cost Estimate, the Consultant shall have at least one meeting with Stakeholders, see Task 8: Facilitate Stakeholder Meetings.

Based on comments received through the Stakeholder Meetings and direction from City staff, Consultant will advance the design of the preferred alternative to the 60% level, including an opinion of probable construction costs. 60% construction documents will include preliminary grading and utility layouts, plan and profile sheets, cross section sheets, and detail sheets delivered to the City and other stakeholders in digital format.

Consultant will meet with City staff, and facilitate meetings with other utility companies to discuss the 60% design documents.

Consultant assumes that coordination meeting(s) will be conducted virtually, via ZOOM or other online platform. Two (2) Consultant design engineers will attend the meeting and the meeting will last approximately two (2) hours.

Task 9 deliverables include

60% level plans, cost estimate and high level construction schedule for major components of the work for the preferred sub-alternative (one (1) copy delivered in .pdf format).

Meeting agenda and meeting minutes (one (1) copy delivered digitally in .pdf format).

Task 10. Basis of Design Report

Consultant will prepare a Basis of Design Report summarizing the project and major design parameters.

The report will include:

Summary of existing and proposed project area hydraulics.

Summary of property/easement acquisition, public feedback, regulatory feedback, and utility coordination issues which influenced the design.

Assumptions made during design, Summary of ecological conditions and recommendations based on staff feedback.

Copies of PIM, stakeholder meetings and other meeting summaries and notes.

Copies of pertinent correspondence with utilities and associated base maps.

Copies of pertinent correspondence with regulators, permit applications, and permit coverage letters.

Model input files and output rasters.

CAD design files.

Task 10 deliverables include:

One (1) copy of the Basis of Design Report in .pdf format

One (1) digital copy of CAD files and hydraulic model files

Task 11. Develop 90% Construction Documents and Cost Estimate

Consultant will revise and continue developing the project documents to a 90% level of completion.

Construction documents will include a plan set with page numbers, including but not limited to existing plan, grading plans, erosion control plan, clearing plans, vegetation plan, utility plans, plan and profile sheets, cross section sheets, detail sheets, and special provisions for the City’s standard specifications.

The 90% plan set shall include all notes that will be needed for construction.

Along with plans, a CAD elevation surface shall also be created as part of the 90% plan set. This will include plan and profile sheets, cross section sheets, detail sheets, and special provisions for the City’s standard specifications.

The opinion of probable construction costs will also be updated as will the proposed construction schedule All special provisions, bid items and other public bidding requirements shall be done in accordance with the City of Madison Specifications for Public Works Construction (Current edition).

The Consultant shall attend a review meeting to go over the 90% Construction documents. Consultant can assume this meeting will be conducted virtually, via ZOOM or other online platform. Two (2) Consultant design engineers will attend the meeting and the meeting will last approximately two (2) hours.

Prior to bidding, the bid documents shall be approved by the Board of Public W orks and Common Council. Because the Board of Public Works meetings are held at set times, the Consultant shall provide a tentative delivery date for final design documents with the RFP and shall refine this collaboratively, as necessary, with the City to incorporate the appropriate approval and bidding timeframes.

Consultant shall prepare exhibits showing an overview of the project scope, including an overall cost estimate that summarize the proposed work for the Board of Public Works (BPW) and Common Council Approvals.

Task 11 Deliverables

90% level plans, cost estimate, and special provisions (one (1) copy of each in .pdf format and one (1) copy in Microsoft Word/Excel format)

Proposed construction schedule

Meeting agenda and meeting minutes (one (1) copy of each in .pdf format)

Supporting exhibits to facilitate discussion (one (1) copy delivered digitally in .pdf format)

Exhibits for BPW approval

Copies of all required permit approvals

Task 12. Final Utility Coordination

Consultant will provide the 90% construction documents to affected entities in order to coordinate necessary utility relocations and project adjustments.

Task 12 Deliverables

Correspondence sent to utility companies and responses provided.

Task 13. Develop Final Construction Documents

The Consultant shall not proceed with Task 13, until final permits are obtained or without consent from the City.

Consultant will develop final construction documents based on stakeholder comments, permit conditions, and City direction. Final construction documents will include all sheets necessary for bidding and final project construction, including will include plan and profile sheets, cross section sheets, detail sheets, and project technical specifications. The opinion of probable construction costs and construction schedule will also be updated.

Task 13 Deliverables

One (1) copy of final plans in .pdf format

One (1) copy of construction estimate in excel format

One (1) copy of special provision in word document

Task 14. Address Final Comments and Develop Final Bidding Documents

The City has Final Design review process. The Final construction drawings and specifications are reviewed by the City Engineer and other City staff upon completion. Requested changes shall be incorporated in time to post the documents for bidding. The final construction plan and specifications routing sheet is attached as Exhibit 2 —Example Routing Sheet. Consultant will make minor revisions and provide final bidding documents for the City’s use in letting the bid. Documents will be provided in the

City’s preferred digital format. The City will be responsible for posting bids on BidExpress.

Consultant will provide engineering construction drawings (plans), engineering cost estimates, construction schedule, and special provisions; however, standard specifications and ‘front-end documents’ will be prepared by City staff.

Task 14 Deliverables

One (1) copy of bid package in .pdf format

One (1) copy of design files in CAD format

One (1) copy of construction estimate in excel format

One (1) copy of special provision in word document

One (1) digital copy of any additional files to complete project not in previous deliverables

Task 15 - Bidding Services

Consultant will develop a bidding schedule in coordination with the City.

Consultant will be available to answer bidder’s questions, and prepare necessary addenda to the bid documents. Consultant shall provide an estimate of hours and cost that is anticipated for the labor effort for each deliverable listed below. The Consultant shall assume that this includes the preparation of up to two (2) addenda to the bid documents.

If a pre-bid meeting is deemed necessary, Consultant shall attend pre-bid meeting. Attendance includes preparation of agenda and meeting summary.

Task 15 Deliverables

Summary of bidder’s questions and project addenda in a format provided by the City (one (1) copy delivered in .pdf and word document). The City will be responsible for posting addenda on BidExpress.

Pre-bid meeting agenda and meeting summary (if pre-bid meeting deemed necessary)

Task 16. Services During Construction

Consultant will attend the preconstruction meeting (to be administered by City staff). Consultant will provide shop-drawing review as requested by the City. The City shall conduct any precast shop drawing reviews for structures. Upon completion of ULOs, the Consultant shall review the data and make revisions to the plans as necessary. Consultant shall provide an estimate of labor hours and cost to complete this task, and effort above that level will require additional fees.

Consultant will provide limited support during this phase of construction only as requested by the City.

The City has Construction Inspector staff to oversee the construction, and the City Project Manager will be the first contact for questions.