1-RFP Q2526-08 Civil Engineering and Strategic Planning Services.docx

Civil Engineering & Strategic Planning Services RFP NUMBER: Q2526-08 | 17 Nov 2025

Jake Alverson

DIRECTOR OF PROCUREMENT

TABLE OF CONTENTS

PROJECT SUMMARY

Product/Service Requested: Civil Engineering & Strategic Planning Services RFP Number: Q2526-08

Proposed RFP Deadline Dates

Contact Information

Appendices

ORGANIZATIONAL OVERVIEW

Introduction & Project Goal

Scope of Work

Introduction Green Bay Area Public Schools (GBAPS) is interested in entering into a professional services contract with a Civil Engineering firm for work on various district-wide projects.

Project Goal

Contractor will provide the Green Bay Area Public School District (GBAPS)Civil Engineering services and documents as required to achieve a totally integrated and complete bid package. The scope of services, which may be provided on an as needed basis, may include, but not be limited to, strategic planning to identify projects that will help meet the needs of any particular GBAPS site, preparation of plans, specifications and estimates of costs for construction projects, detailed studies on specific items, conducting investigations, preparation of reports, land surveying activities, construction inspection, construction contract administration for storm water, site utilities, landscaping, site signage, asphaltic concrete, concrete, and other associated civil engineering. The District reserves the right to use other than the selected Civil Engineering contractor when working with another A&E firm.

The District is seeking to negotiate and enter into a five-year service agreement contract (Base year, plus 4 one-year renewals) with up to two (2) Architectural/Engineering services companies. The contract is expected to become effective in January 1, 2026.

The scope of services to be provided on an as needed basis may include but not be limited to the following:

1. Preliminary Services

· Confirm goals and objectives through meetings/workshops

· Conduct field survey to evaluate non-concealed conditions and concealed conditions to fullest extent possible without performing destructive activities

· Prepare site plans in latest version of AutoCAD, preliminary layouts, estimates of probable costs and alternatives as requested

· Review existing plans and or as build documents

· Prepare engineering and/or architectural details and calculations

· Present alternatives and provide recommendations and analyses of the advantages and/or disadvantages of each

· Evaluate existing and new technologies and industry innovations and their applicability to GBAPS designs considering the GBAPS location and maintenance needs

· As part of the initial analysis, meet with the appropriate city or county officials to identify applicable building codes, zoning designations and the implications of these factors on the building design

· Soil Borings

· Surveying activities including, but not limited to topographic survey, title search, easement legal description preparation, construction staking and cut-sheet preparation.

0. Design Contract Documents

· Design development and surveying

· Collaboration with participating agency stakeholders, in a team setting, for project preliminary planning and design development through meetings and workshops

· Prepare engineering/architectural designs, calculations, plans, specifications, cost estimate and contract bidding documents in compliance with the most recent edition of the District Design Criteria

· Coordinate phasing delineations and requirements with the project manager

· Provide estimates of probable construction cost at each design benchmark. Make necessary design adjustments to keep the project within the established budget

· Coordination and application for regulatory agency permits

· Coordination of all related engineering disciplines

· Attend related meetings, provide status reports, meeting minutes, and related documentation of the project

· Prepare cost estimates

0. Bidding

· Upon approval of final contract documents, the firm shall provide a master copy of project specifications for duplication; and a means for distribution. Electronic files of project specifications and drawings shall be provided. Specifications shall be provided in both MS Word and PDF formats. Drawings shall be submitted in both .PDF and .DWG formats

· Firm shall provide all information requested by prospective bidders for interpretation of bidding documents

· Firm shall prepare and distribute all addenda and addenda drawings

· Firm shall conduct pre—bid meetings (where required) in coordination with GBAPS representatives and maintain a log of bidders in attendance

· Bid openings will be held at GBAPS specified location

· Assist GBAPS in evaluating bids and providing award recommendations

0. Construction Phase

· Prepare and submit plan approval applications as designer of record

· Prepare supplementary or clarification drawings requested by GBAPS and/or contractors

· Review and approve shop drawings, equipment brochures, and samples

· Monitor samples taken as needed or requested by GBAPS

· Conduct all construction meetings and distribute minutes

· Confirm compliance with contract documents, deciding on questions of acceptability of materials provided, work performed, rate of progress, and interpretation of contract documents

· Submit reports as required including punch lists and documented acceptance of project

0. Construction Administration

· Assist with interpretation of plans and specifications, analysis of changed conditions, development of corrective action, review of shop drawings and provide “peer “review of other submittals at the discretion of GBAPS

· Provide periodic construction observations/inspections

· At project completion, the engineer shall deliver, or ensure delivery of the following in printed and/or electronic format (as applicable):

· Original tracings, project manual, including record drawings with all changes and revisions

· Copy of the project manual with all addenda including materials samples and vendor list

· Two (2) copies of Operations and maintenance (0&M) manuals

PROPOSAL FORMAT

Proposal Submission Requirements

GBAPS requires the following information to be included in the proposal to be deemed complete:

- A brief history of the company. Include in the history the date of establishment and any ownership changes.

- Evidence of a registered professional on staff for all items covered in the scope of work. Professional will be capable of stamping construction documents with the required seal and signature by the AHJ (State of WI, Brown CO and City of Green Bay).

- The name and office address of the project manager who will direct the work.

- The names and of key staff who will be working on the contract.

- The location of the consultant’s office where the majority of the work will be performed.

- If more than one office location, the location from which most of the District’s work orders will be coordinated, and if different, the base location from which the site workers are dispatched.

- A list of the sub-consultants to be used, the work they will perform, and an expected percentage of work that is anticipated to assigned to each. Include a listing of the analytical laboratories to be utilized.

-Attachments A-D Proposals must be limited to twenty double-sided or forty single-sided 8.5” x 11” pages. Proposal covers, dividers, and a single-page cover letter will not be counted against the page limit. Proposals exceeding this length will not be accepted. On the cover page of the proposal, please include title of the RFP for which the proposal is submitted and the email address of the person who should receive the results of the selection. Inclusion of promotional literature of a general nature will not be considered in the selection process. NOTE: A copy of the Contractor’s Standard Operating Procedures (SOP) Manual is not to be provided, but shall be made available upon request.

For a firm to be considered, their proposal must be received electronically (instructions will be included with this RFP) by 2:00 pm on December 15th, 2025. Any proposal received after the deadline will be deemed late and will be evaluated only at the discretion of the District. Those proposals which do not contain a response to each of the above selection criteria or any other required information in this RFP as identified in the “Proposal Submission Requirements” section, will be deemed incomplete and will be evaluated only at the discretion of the Department.

Selection Criteria

We anticipate (but do not guarantee), 30+ projects over the five-year contract period. There is no specific allocated dollar amount dedicated or assigned to the resultant contract, and expenditures will vary dependent upon the number and magnitude of purchase orders over the contract period. GBAPS will not guarantee a set amount of work or contract value for this contract.

The selection committee has established the following criteria for evaluating the proposals submitted. The weighted value of each criterion is indicated. Identify the response for each criterion by item number and heading.

1. Project History: (30%) The Contractor’s project history demonstrates the ability to competently perform. We are particularly interested in project history related to the following:

Parking Lot Design (10%) Playground Design (10%) Athletic Field Design (10%) Project summaries are required to receive scoring credit, rather than a table or spreadsheet listing projects. Include the scope of work and any project challenges or uniqueness. The project history listing in the RFP submittal shall include a point-of-contact and telephone number for each identified project. The project history shall be limited to work performed within the last three (3) years. If included, projects without a client contact name and phone number, and those completed prior to 2022, will not be considered in the Department’s evaluation.

2. Cost: (50%) Complete Attachment D- Price/Cost Worksheet. Prices provided in response to this RFP will be honored for the first year of service. Rates for subsequent years of service shall be negotiated prior to renewal.

3. Prior Positive Experience with the District or other Districts: (20%)

If prior experience with GBAPS isn’t available, we will check with other local school districts.

GREEN BAY AREA PUBLIC SCHOOL DISTRICT

Standard Terms and Conditions

1. CONTRACTUAL CONDITIONS: The following contractual conditions, in addition to system requirements and implementation terms, shall be included in the contract entered into by the District and the successful vendor. By submitting a proposal, the vendor agrees to be bound by the following contractual conditions unless otherwise noted in the proposal. In the event a vendor wishes to present alternative language to the following contractual conditions, it must do so as part of the vendor’s proposal and such language will be considered as part of the District’s evaluation process.

2. GENERAL REQUIREMENTS:

Deviations and Exceptions: Deviations and exceptions from original text, terms, conditions or specifications shall be described fully, on the Vendor’s/proposer’s letterhead, signed, and attached to the request. In the absence of such statement, the bid/proposal shall be accepted as in strict compliance with all terms, conditions, and specifications and the Vendor/proposers shall be held liable.

3. ACCEPTANCE OF TERMS OF THE RFP: By submitting a proposal, the vendor agrees to be bound by the Contract Terms and Conditions included herein which are in addition to the terms contained in the RFP, unless otherwise noted in the proposal. In the event a vendor wishes to present alternative Contract Terms and Conditions, the vendor must present said alternative language as part of the vendor's proposal. Any such alternate language will be considered in the District’s evaluation process.

4. FALSE, MISLEADING OR INCOMPLETE STATEMENTS: Proposals which contain false, misleading or incomplete statements, or which provide references which do not support an attribute or condition claimed by the Vendor, may be rejected. If, in the opinion of the District, such information was intended to mislead the District in its evaluation of the proposal, and the attribute, condition or capability is a requirement of this proposal, it will be the basis for rejection of the proposal. The District shall be the sole judge in making such determination.

5. RULES FOR WITHDRAWAL OR REVISION OF PROPOSAL: A proposal which is submitted prior to the deadline may be withdrawn or revised any time prior to, but not after, the deadline for receipt of proposals provided that the request for withdrawal or revision is in writing and executed by the Vendor’s duly authorized representative. The request for withdrawal or revision of the proposal must be filed with the District’s Director of Procurement before the deadline for the receipt of proposals. The withdrawal of a proposal shall not prejudice the right of a Vendor to submit a new proposal, provided the Vendor can submit the new proposal by the deadline stated herein.

6. SUBCONTRACTING: Any Vendor using a Subcontractor(s) must clearly explain the use of the Subcontractor(s) and list the name(s) of the Subcontractor(s) providing work under this proposal. The selected Vendor will be fully responsible for all work performed under this proposal and will be considered as the Prime Contractor. Any subcontracting or other legal arrangements made by the Vendor are the sole responsibility of the Vendor. Any contract that is entered between the selected Vendor and the Subcontractor(s) must contain all contract terms agreed to between the District and the successful vendor. In addition, any such contract shall contain provisions for federal and state access to the books, documents, records, and inspection of work.

7. NUMBER OF VENDORS: There shall be one contract between the District and the successful vendor. All materials and services proposed will be procured under these contracts. The vendor may have subcontractors. Any agreements between the vendor and subcontractors must not conflict with the terms of the agreement between the District and the vendor.

The contract term shall be negotiated prior to contract award.

The successful Vendor shall purchase and maintain insurance to protect the Vendor from claims set forth below which may arise out of or result from the Vendor’s operations under the contract, whether the operations be by the Vendor, by a subcontractor, or by anyone directly or indirectly employed by anyone of them or by anyone for whose acts any of them may be liable. The insurance must be placed with an insurance company with a minimum AM Best Rating of A-VII.

The insurance shall be written for not less than the limits of liability specified below or required by law, whichever coverage is greater. Coverage shall be written on an occurrence basis and shall be maintained without interruption from the date of commencement of the work until the date of final payment.

The insurance policies shall be endorsed with a waiver of subrogation. The insurance company, in its endorsement, agrees to waive all rights to subrogation against the District, its officers, officials, employees and volunteers for losses paid under the terms of the policy that arise from the work performed by the named insured for or on behalf of the District.

The District shall be named as an additional insured party on a primary basis with respect to operations of the Vendors or its subcontractors under the required liability policy. At a minimum, the Vendor shall be required to carry the following coverage and types:

13.1 Commercial General Liability: Coverage shall have minimum limits of $1,000,000 each occurrence, and $3,000,000 aggregate combined single limit for bodily injury liability and property damage liability. This shall include premises and operations, independent contractors, products and completed operations, contractual liability, and personal injury liability. Coverage shall not exclude explosion, collapse, or damage in or around the facilities. The policy may not contain an exclusion for coverage of claims arising from claims for sexual molestation or abuse. In the event that Vendor’s policy should have an exclusion for sexual molestation or abuse claims, then Vendor shall be required to procure a supplemental policy providing such coverage.

13.2 Business and Auto Liability: Coverage shall have minimum limits of $1,000,000 per accident for bodily injury liability and property damage liability. This shall include owned vehicles, hired and non-owned vehicles, and employee non-ownership.

13.3 Property Insurance: Vendor shall purchase and maintain, in a company or companies lawfully authorized to do business in Wisconsin, property insurance written on an “all risk” or equivalent policy form in the amount of the contract sum, plus value of subsequent contract modifications and the cost of material supplied or installed by others, comprising total value for the entire project on a replacement cost basis. The coverage also must include off site and in-transit exposures. The Vendor shall be responsible for all losses that fall under any deductibles on required insurance coverage. The Vendor shall include the District and subcontractors as additional insured. If the District is damaged by the failure of the Vendor to procure or maintain such insurance, then the Vendor shall be liable for all damages, injury, costs, and/or expenses, including attorney’s fees, arising out of or resulting from the Vendor’s failure to procure or maintain such insurance.

Employer’s Liability: $100K/accident; $500K/Disease, Policy Limit; $100K/Disease, each employee

13.5 Umbrella Liability: Coverage shall have minimum limits of $4,000,000 each occurrence, and $4,000,000 aggregate. Coverage should be at a minimum following form over underlying general liability and auto liability coverage.

13.6 Malpractice Insurance: Coverage shall have minimum limits of $1,000,000 each occurrence.

The Vendor shall provide the District with a certificate of insurance in a form acceptable to the District prior to commencement of the contract. The certificates and insurance policies required in the above paragraphs shall contain a provision that coverage afforded under the policies cannot be canceled, materially altered, or allowed to expire until at least 30 days prior written notice has been given to the District.

14. INDEPENDENT CONTRACTORS (NON-EMPLOYEE AUTHORIZED AGENTS): The vendor or its employees will not be considered employees of the District while engaged in the performance of any services required herein, and shall be independent contractors. Any and all claims that may arise under the Workers Compensation Act of Wisconsin on behalf of said employees, and any and all claims made by any third party as a consequence of any act of omission on the part of the work or service provided to be rendered herein, shall in no way be the obligation or responsibility of the District.

Vendor’s employees shall not constitute “employees” or “full-time equivalent workers” of the District as provided in the Patient Protection and Affordable Care Act (‘‘PPACA’’ or ‘‘Affordable Care Act’’), 42 U.S.C. §§ 300gg et seq., Pub. L. No. 111-148, 124 Stat.119 (Mar. 23, 2010). Vendor shall be responsible for compliance with the Affordable Care Act. Each party assumes full responsibility for its own employees, agents and contractors, in all respects.

15. APPLICABLE LAW AND COMPLIANCE:

This contract shall be governed under the laws of the State of Wisconsin. The vendor shall at all times comply with and observe all federal and state laws, local laws, ordinances, and regulations which are in effect during the period of this contract and which in any manner affect the work or its conduct, including, but not limited to, the Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. §1232g; 34 CFR Part 99), the Children's Online Privacy Protection Act of 1998 (COPPA), 15 U.S.C. §§ 6501–6506 and Wis. Stat. § 118.125.

16. PRIVACY AND CONFIDENTIALITY: In accordance with the Family Educational Rights and Privacy Act the following shall apply:

1. In the course of providing services during the term of the Agreement, Vendor may have access to student education records that are subject to the Family Educational Rights and Privacy Act (FERPA), 20 U.S.C. 1232g, et seq. and the regulations promulgated there under. Such information is considered confidential and is protected. To the extent that Vendor has access to “education records” under this Agreement, it is deemed a “school official,” as each of these terms are defined under FERPA. Vendor agrees that it shall not use education records for any purpose other than in the performance of this Agreement. Except as required by law, Vendor shall not disclose or share education records with any third party unless permitted by the terms of the Agreement or to subcontractors who have agreed to maintain the confidentiality of the education records to the same extent required of Vendor under this Agreement.

2. In the event any person(s) seek to access protected education records beyond the access that is provided to Vendor for purpose of providing Athletic Training and Strength and Conditioning Services, whether in accordance with FERPA or other Federal or relevant State law or regulations, Vendor will immediately inform the District of such request in writing if allowed by law or judicial and/or administrative order. Vendor shall not provide direct access to such data or information or respond to individual requests. Vendor shall only retrieve such data or information upon receipt of, and in accordance with, written directions by the District and shall only provide such data and information to the District. It shall be the District’s sole responsibility to respond to requests for data or information received by Vendor regarding the District data or information. Should Vendor receive a court order or lawfully issued subpoena seeking the release of such data or information, Vendor shall provide immediate notification to the District of its receipt of such court order or lawfully issued subpoena and shall immediately provide the District with a copy of such court order or lawfully issued subpoena prior to releasing the requested data or information, if allowed by law or judicial and/or administrative order.

3. If Vendor experiences a security breach concerning any education record covered by this Agreement, Vendor shall immediately notify the District and take immediate steps to limit and mitigate such security breach to the extent possible. The parties agree that any breach of the confidentiality obligation set forth in the Agreement may, at the District’s discretion, result in cancellation of further consideration for Agreement award and the eligibility for Vendor to receive any information from the District for a period of not less than five (5) years. In addition, Vendor agrees to indemnify and hold the District harmless for any loss, cost, damage or expense suffered by the District, including but not limited to the cost of notification of affected persons, as a direct result of the unauthorized disclosure of education records.

4. Upon termination of Agreement, Vendor shall return and/or destroy all data or information received from the District upon, and in accordance with, direction from the District. Vendor shall not retain copies of any data or information received from the District once the District has directed Vendor as to how such information shall be returned to the District and/or destroyed. Furthermore, Vendor shall ensure that they dispose of any and all data or information received from the District in a the District-approved manner that maintains the confidentiality of the contents of such records (e.g. shredding paper records, erasing and reformatting hard drives, erasing and/or physically destroying any portable electronic devices).

17. SECURITY COMPLIANCE ON DISTRICT PROPERTY: All work performed on District property shall be in compliance with District security policies, e.g., each person who needs to enter a District building shall sign in on the designated visitor log located in the building main office or reception area. The log shall include a date of entry, employee name, contractor name, time entering the building, and time leaving the building.

All contract personnel must wear an official identification badge issued by the vendor in an easily visible placard. The vendor will keep personnel screening records on file for any personnel under the resulting contract

18. BACKGROUND CHECKS: Vendor shall require all employees, contractors, and volunteers who provide services pursuant to this Agreement to submit to background checks and shall not permit anyone who does not pass a background check to participate in any delivery of services pursuant to this Agreement. At a minimum, such background checks shall include the following:

a. Social Security and Address Verification through a national query;

b. Wisconsin Criminal History (where applicable, other state databases where the applicant has lived);

c. National Sex Offender Registry Program; and

d. Wisconsin Circuit Court Automation Program (CCAP) (where applicable, other states with on-line court access).

Vendor should demonstrate that each software and/or hardware confirms to the accessibility guidelines established by Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794d), as amended by the Workforce Investment Act of 1998 (P.L. 105-220), August 7, 1998. Section 508 is the section of the 1973 Rehabilitation Act that states that all electronic and information technology procured, used, or developed by the federal government after June 25, 2001, must be accessible to people with disabilities. Affected technology includes hardware such as copiers, fax machines, telephones, and other electronic devices as well as application software and websites.

21. FORCE MAJEURE: Neither party shall be held responsible for delay or failure to perform, when such delay or failure is because of any of the following unless the act or occurrence could have been foreseen and reasonable action could have been taken to prevent the delay or failure, and provided the defaulting party gives written notice as soon as possible to the other party regarding the inability to perform:

● Fire ● Flood ● Epidemic ● Strikes ● Wars ● Acts of God ● Unusually severe weather

● Acts of public authorities ● Delays or defaults caused by public carriers

ATTACHMENT A

Affidavit of Non-Collusion Green Bay Area Public School District

(VENDOR TO COMPLETE AND RETURN WITH PROPOSAL)

I hereby swear (or affirm) under the penalty of perjury:

1. That I am the responder (if responder is an individual), partner in the responder (if the responder is a partnership), or an officer or employee of the responding corporation having authority to sign on its behalf (if the responder is a corporation);

2. That the attached response or responses have been arrived at by the responder independently, and have been submitted without collusion with, and without any agreement, understanding, or planned common source of action with, any other vendor of materials, supplies, equipment, or services described in the invitation to response designed to limit independent responding or competition;

3. That the contents of the response or responses have not been communicated by the responder or its employees or agents to any person not an employee or agent of the responder of its surety on any bond furnished with the response or responses, and will not be communicated to any such person prior to the official opening of the response or responses; and

4. That I have fully informed myself regarding the accuracy of the statements made in this affidavit:

SUBMITTED BY:

Firm Name ________________________________________ Signature ________________________________________ Title ________________________________________ Address ________________________________________ Phone No. ________________________________________ Date ________________________________________ Subscribed and Sworn to before me this________day of__________________, 2025.

Notary Public, State of ______________________ My Commission Expires:____________________

ATTACHMENT B

REFERENCE LIST

(VENDOR TO COMPLETE AND RETURN WITH PROPOSAL)

List names and contact information of references for work completed for like size public employers in the last 3 years.

COMPANY NAME:________________________________________

ADDRESS:___________________________________________________________________

CONTACT PERSON:______________________________ TITLE:_____________________

EMAIL:_________________________________TELEPHONE NUMBER:______________

COMPANY NAME:________________________________________

ADDRESS:___________________________________________________________________

CONTACT PERSON:______________________________ TITLE:_____________________

EMAIL:_________________________________TELEPHONE NUMBER:______________

COMPANY NAME:________________________________________

ADDRESS:___________________________________________________________________

CONTACT PERSON:______________________________ TITLE:_____________________

EMAIL:_________________________________TELEPHONE NUMBER:______________

ATTACHMENT C

SUBCONTRACTOR LIST

(VENDOR TO COMPLETE AND RETURN WITH PROPOSAL)

List Names and Contact Information of proposed Subcontractors:

COMPANY NAME:________________________________________

ADDRESS:___________________________________________________________________

CONTACT PERSON:______________________________ TITLE:_____________________

EMAIL:_________________________________TELEPHONE NUMBER:______________

COMPANY NAME:________________________________________

ADDRESS:___________________________________________________________________

CONTACT PERSON:______________________________ TITLE:_____________________

EMAIL:_________________________________TELEPHONE NUMBER:______________

COMPANY NAME:________________________________________

ADDRESS:___________________________________________________________________

CONTACT PERSON:______________________________ TITLE:_____________________

EMAIL:_________________________________TELEPHONE NUMBER:______________

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