13080-0-2024-BP Surveying Services.pdf

CITY OF MADISON

REQUEST FOR PROPOSALS

RFP #: 13080-0-2024-BP

Title: Surveying Services

City Agency: Engineering

Due Date: October 4, 2024 2:00 PM Central Time

Our Madison – Inclusive, Innovative, & Thriving

REQUEST FOR PROPOSALS RFP 13080-0-2024-BP

13080 RFP.docx Page i

1 OPPORTUNITY AND WELCOME

Thank you for your interest in bidding on a City of Madison contract opportunity. The City’s mission is to provide the highest quality service for the common good of our residents and visitors.

The City of Madison Engineering Division is seeking proposals from qualified vendors for Professional Surveying Services.

This Request for Proposals is seeking a three-year contract for general professional surveying services for specific identified projects AND for on-call surveying services as needed. The City shall select one firm for completing all identified projects with this RFP but may select more than one firm for on-call surveying services as outlined in this RFP.

This work shall include but is not limited to surveying services needed for future design and construction projects, topographic surveys and maps, setting control, construction staking creating as-builts, and for obtaining spot elevations during construction.

Thank you for considering this opportunity to work with the City and further our mission!

2 IMPORTANT INFORMATION

DEADLINE FOR PROPOSALS: October 4, 2024 at 2:00 PM Central Time.

The City will not accept late proposals. Any changes to the deadlines will be posted as an addendum on the bid distribution websites listed below. See Section 3.1 for instructions for using these websites.

RFP NAME: Surveying Services

DEADLINE FOR

QUESTIONS:

The deadline for questions is September 17, 2024 at 2:00 PM Central Time.

Questions and/or inquiries must be submitted by email.

CITY’S ANSWERS

POSTED BY:

The City’s answers to your questions will be posted as an addendum by September 20, 2024. You must check the bid distribution websites for any addendums.

DUE DATE FOR

PROPOSALS:

October 4, 2024 2:00 PM Central Time

BID DISTRIBUTION

WEBSITES:

https://vendornet.wi.gov/Bids.aspx https://www.demandstar.com/

CONTACT

INFORMATION:

Brian Pittelli Purchasing Services 210 Martin Luther King, Jr. Blvd. Room 407 City-County Building Madison, WI 53703-3346

Phone: (608) 267-4969 Email: bpittelli@cityofmadison.com https://www.cityofmadison.com/vision-awards https://vendornet.wi.gov/Bids.aspx https://www.demandstar.com/app/agencies/wisconsin/city-of-madison-purchasing-services/procurement-opportunities/573ff565-ce2b-4c75-86ec-401cd5abf736/ mailto:bpittelli@cityofmadison.com

13080 RFP.docx Page ii

Table of Contents

1 OPPORTUNITY AND WELCOME .................................................................................................... i 2 IMPORTANT INFORMATION ........................................................................................................... i

3 HOW TO FIND RFP DOCUMENTS AND CONTACT THE CITY OF MADISON

Official Bid Distribution Websites – IMPORTANT Contact Information

4 OUR PURCHASING VALUES

Local Preference Purchasing Policy Equity in Contracting Equitable Hiring & Affirmative Action Plan Limitations on Nuclear Weapons Producers Sweatfree Purchasing

5 SCOPE OF WORK AND REQUIRED INFORMATION

Part 1: Identified Projects Part 2: On-Call Services Part 3: Greenway Drone Project Consultant Qualifications Required Information and Content of Proposals [65%] Cost Proposal [30%] Local Preference [5%] Evaluation and Award Process

6 HOW TO SUBMIT YOUR PROPOSAL

Proposal Checklist Submit your Proposal by the Deadline Format Questions Addendum (Changes or Clarifications to this RFP) Multiple Proposals Changing or Withdrawing your Proposal Correcting Errors in your Proposal after the Due Date No Exceptions from Bidders

You are Responsible for all of your Costs in Making a Proposal Public Records and Trade Secrets

7 RULES FOR THE SELECTION PROCESS

8 LEGAL CONTRACT REQUIREMENTS

Sample Contract Affirmative Action Requirements for Contractors Insurance

Sample Contract Form A: Price Proposal and Signature Affidavit Form B: References Form C: Vendor Profile Attachment A: Survey Requirements Attachment B: Maps

3 HOW TO FIND RFP DOCUMENTS AND CONTACT THE CITY OF MADISON

Official Bid Distribution Websites – IMPORTANT

The City of Madison posts all requests for proposals (RFPs), addendums, updates, awards, and announcements on two websites: VendorNet and DemandStar. Both sites are free to register for City of Madison bids.

These two websites are the only places to get the official RFP and updates to the RFP.

Updates and addendums will only be posted on these websites. It is your responsibility to check the websites for updates and “addendums.” An addendum is a document that answers questions from bidders. It could make important changes to the RFP. If the addendum requires a response, and you fail to respond to it, you could be disqualified.

State of Wisconsin VendorNet System

State of Wisconsin and local government bid network. Registration is free. Search for City of Madison in the Agency search field.

VendorNet link https://vendornet.wi.gov/Bids.aspx

DemandStar by Onvia National bid network. Free subscription is available. Sign up for the free “Basic Plan” and select Wisconsin Association for Public Procurement (WAPP) as the agency to access City of Madison RFPs.

DemandStar link https://www.demandstar.com/app/agencies/wisconsin/city-of-madison-purchasing-services/procurement-opportunities/573ff565-ce2b-4c75- 86ec-401cd5abf736/

Register on DemandStar www.demandstar.com/app/registration

Contact Information

City of Madison Purchasing Contact (Buyer)

Brian Pittelli Purchasing Services 210 Martin Luther King, Jr. Blvd. Room 407 City-County Building Madison, WI 53703-3346

PH: (608) 267-4969

bpittelli@cityofmadison.com

Questions about Affirmative Action Plans

Contract Compliance, Department of Civil Rights 210 Martin Luther King, Jr. Blvd. Room 523 City-County Building Madison, WI 53703

PH: (608) 266-4910

dcr@cityofmadison.com

Email note Some email to the City gets lost in “spam.”

If you send the City an email and you do not hear back within 3 days, please email bpittelli@cityofmadison.com again.

https://vendornet.wi.gov/Bids.aspx https://www.demandstar.com/app/agencies/wisconsin/city-of-madison-purchasing-services/procurement-opportunities/573ff565-ce2b-4c75-86ec-401cd5abf736/ https://www.demandstar.com/app/agencies/wisconsin/city-of-madison-purchasing-services/procurement-opportunities/573ff565-ce2b-4c75-86ec-401cd5abf736/ https://www.demandstar.com/app/agencies/wisconsin/city-of-madison-purchasing-services/procurement-opportunities/573ff565-ce2b-4c75-86ec-401cd5abf736/ https://www.demandstar.com/app/registration mailto:bpittelli@cityofmadison.com mailto:dcr@cityofmadison.com

4 OUR PURCHASING VALUES

Local Preference Purchasing Policy

The City of Madison gives preference to local vendors and suppliers. You must be registered with the City as a local vendor by the RFP due date to get preference points. Learn more and register at the City of Madison website: www.cityofmadison.com/finance/purchasing/local-businesses/register-business/

If you are a local vendor, be sure to complete the Local Vendor section on Form C.

Equity in Contracting

The mission of the City of Madison is to provide the highest quality service for the common good of our residents and visitors. The City’s values include

• Equity - fairness, justice and equal outcomes for all, and

• Shared prosperity - where all are able to achieve economic success and social mobility.

It is our goal to spend money equitably among businesses owned by women, people of color, and small businesses. Our contractors should reflect shared dedication to equity in their work and employment practices, and we invite you to become part of this mission!

Equitable Hiring & Affirmative Action Plan

Affirmative Action Plan The City of Madison values diversity in hiring and contracting. We expect our contractors to do the same. Contractors with 15 or more employees and more than $50,000 in annual contracts with the City (each calendar year) must submit an Affirmative Action Plan.

Information about the Affirmative Action Plan and how to comply is found here:

https://www.cityofmadison.com/civil-rights/contract-compliance/affirmative-action-plan/vendors-suppliers

Or call the Affirmative Action Division at (608) 266-4910.

See Section 13. B. of the Sample Contract for Affirmative Action Plan requirements.

Job Openings in Dane County You must notify the City of openings for jobs in Dane County, Wisconsin if you have 15 or more employees. You must agree to interview candidates that we refer to you through our Referrals and Interviews for Sustainable Employment (RaISE) program. Information is here:

http://www.cityofmadison.com/civil-rights/programs/referrals-and-interviews-for-sustainable-employment-raise-program

The job posting requirement is found in Section 13 A. of the Sample Contract.

Limitations on Nuclear Weapons Producers

It is the City’s policy not to make purchases from companies that produce nuclear weapons, or their subsidiaries. See Common Council Resolution 79719 for more information.

Sweatfree Purchasing

It is the City’s policy not to purchase apparel (clothes made from textiles, shoes, footwear) from vendors who source their materials from sweatshops, where labor practices are inconsistent with international standards of human rights. See Madison General Ordinances Section 4.25 (https://library.municode.com/wi/madison/codes/code_of_ordinances?nodeId=COORMAWIVOICH1-- 10_CH4FI_4.25PRITAP) for more information.

https://www.cityofmadison.com/finance/purchasing/local-businesses/register-business/ https://www.cityofmadison.com/vision-awards https://www.cityofmadison.com/civil-rights/contract-compliance/affirmative-action-plan/vendors-suppliers 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 https://madison.legistar.com/ViewReport.ashx?M=R&N=Text&GID=205&ID=5490426&GUID=A7280DE2-DFCB-40F2-8200-E9C3EA95902B&Title=Legislation+Text https://library.municode.com/wi/madison/codes/code_of_ordinances?nodeId=COORMAWIVOICH1--10_CH4FI_4.25PRITAP https://library.municode.com/wi/madison/codes/code_of_ordinances?nodeId=COORMAWIVOICH1--10_CH4FI_4.25PRITAP

5 SCOPE OF WORK AND REQUIRED INFORMATION

The scope of work in this contract shall include three(3) parts:

• Part 1: Identified Projects

• Part 2: On-call Surveying Services

• Part 3: Greenway Drone Project

All surveys shall be completed under the direction of a Professional Land Surveyor licensed in the State of Wisconsin. Contractors who do not have a Professional Land Surveyor directing all surveying services will not be considered for this proposal.

Each Section of this RFP may be awarded independently. For example, a Contractor may be awarded Part 1 and Part 2, but not Part 3.

All work shall conform to the requirements in Attachment A: Survey Requirements.

All access to the survey area shall be gained via public property, including street ends and public rights-of-way.

All surveys shall be stamped by a State of Wisconsin Registered Land Surveyor unless otherwise requested or identified in this Scope of Services.

Part 1: Identified Projects

The Scope of Services for Part 1: Identified Projects shall consist of land surveying services under the general direction of a licensed Wisconsin Professional Land Surveyor.

For all identified projects, surveying services shall include the following requirements along with additional detailed requirements listed for each project area. All surveying services shall be completed in conformance with the requirements set forth in Attachment A:

• Topographic mapping of all site features to accurately represent the site including but not limited to elevations, existing utilities (including type, size, rims and inverts) structures, stone, concrete, channel center lines, water/wetland boundaries, fences, sidewalk, curb, all trees over 3” in diameter

• Topographic mapping of significant street and sidewalk features for street crossings, as required for utility and street area reconstruction.

• Sufficient topographic information to create accurate contour/surface information for the site.

• Property features including boundaries, iron pins, easements, right of way boundaries.

For projects requiring a boundary plat of survey. The Consultant shall be responsible for ordering and providing an electronic copy of the City of Madison standard 60-year title Report of Title (not a title commitment) of the property surveyed with supporting documents from a title insurance company. The consultant shall also be responsible for researching survey information at the Dane County Surveyor’s Office as necessary to complete surveys. Consultant shall have access to the City of Madison ArcGIS Online data. The City shall not be responsible for providing based CAD, GIS files, recorded documents, plats, easements, etc.

All surveys shall be certified, stamped, and signed by a State of Wisconsin Professional Land Surveyor.

All surveys including a parcel boundary survey shall be completed in accordance with chapter AE-7 of the Wisconsin Administrative Code and certified, signed and sealed as required.

This work shall include collecting survey data for the following identified project locations:

1. Far East Golf Course Retention Pond (North East Park Pond) – 1460 S Grand Avenue, Sun Prairie, Wisconsin

2. Midtown Commons Expansion – 8452 Madison Hill Avenue, Madison, Wisconsin

3. MMSD Drying Beds – 1717 Moorland Road, Madison Wisconsin

4. South Mendota Pheasant Branch Greenway (Attic Angels) – 8526 Blackwolf Drive, Madison

5. Warner Park Lagoon - 2930 N Sherman Avenue, Madison, Wisconsin

6. West Badger Mill Creek Greenway Confluence Section – 3046 Interlaken Pass, Madison

Survey limits are detailed on the map in the Attachment B.

1. Far East Golf Course Retention Pond (North East Park Pond) – 1460 S Grand Avenue, Sun Prairie, Wisconsin

Parcel No. 282-0810-141-8826-9 Parcel No. 282-0810-141-8726-0 Address: 1460 & 1420 S Grand Ave, Sun Prairie, WI

This survey is for work to assist with shoreline improvements. This survey shall include all features, topography, utilities, and property information as required in Attachment A (including additional upstream and downstream structures). The area to be surveyed is outlined in red on Attachment B.

• Property boundary survey and land title information are required to be obtained for this project. The plat of survey of the property boundary shall include the external limits of Outlots 2 and 3, CSM No 8037, excepting therefrom the lands conveyed to the State of Wisconsin DOT per Doc No 2872200.

• This property is in the City of Sun Prairie and owned by the City of Madison.

• Individual trees shall be surveyed but will not include tree tags.

• Survey of the pond depth shall not be required and shall be a separate bathymetric survey done by others. However, this survey shall include surveying a minimum of 10’ horizontally below the edge of water.

• The survey of the limits shown along USH 151 shall include the edge pavement, but no survey information will be required within the pavement area.

• Survey shall be completed in 2024.

The Consultant shall be required to contact the Wisconsin DOT prior to surveying to obtain permission to access WDOT property and coordinate surveying activities on WDOT property.

The Consultant awarded this contract shall be required to obtain a WDOT DT812 permit. The Consultant shall contact:

John J Steiner, PE SW Region Operations Chief Division of Transportation System Development Wisconsin WDOT

(608) 807-7138 (office) john.steiner@dot.wi.gov

2. Midtown Commons Expansion – 8452 Mansion Hill Avenue, Madison, Wisconsin

Parcel No. 251- 0708-344-0213-6 Parcel No. 251- 0708-344-0212-8 Parcel No. 251- 0708-344-0211-0 Part of Parcel No. 251- 0708-344-0201-1 https://wisconsindot.gov/Pages/doing-bus/real-estate/permits/work-on-hwy.aspx

This survey is for overflow stormwater storage. This survey shall include all features, topography, and utilities in the area as required in Attachment A (including additional upstream and downstream structures) and outlined in red on Attachment B.

• Property boundary survey and land title information is not required for this project. Consultant shall show the approximate property and right of way lines as per the plats of record and using field evidence to adequately show the right of way and Outlot lines within the drawings.

• Individual trees shall be surveyed AND will include tree tags. Survey work cannot begin until the trees are tagged. City will coordinate tree tagging. Survey points for trees shall include the tree tag in the description.

• The survey limits shown along adjacent streets shall include any sidewalk and curb & gutter.

3. MMSD Drying Beds – 1717 Moorland Road, Madison, WI

Part of Parcel No. 251- 0710-311-0097-9 Address: 1717 Moorland Rd, Madison, WI

This survey work is to design an expansion of the drying beds. This survey shall include all site features, topography and utilities as required in Attachment A (including additional upstream and downstream structures) The area to be surveyed is outlined in red on Attachment B.

• Property boundary survey and land title information is not required. Consultant shall show the approximate boundary of Certified survey 578 in the northwesterly corner of the survey area.

• Individual trees greater than (3) inches shall not be tagged for this project but shall be surveyed, and dbh of each tree shall be included in the survey point description.

• This site shall be surveyed in fall/winter in late 2024 or early 2025 after all leaves have fallen.

4. South Mendota Pheasant Branch Greenway (Attic Angels) - 8526 Blackwolf Drive, Madison, WI

Part of Parcel No: 251-0708-221-0542-9 Address: 8526 Blackwolf Dr, Madison, WI

This survey work is for evaluating channel improvements including dredging and grading.

This survey shall include all site features, topography and utilities as required in Attachment A (including additional upstream and downstream structures) The area to be surveyed is outlined in red on Attachment B.

• Property boundary plat of survey and land title information IS required. The boundary survey shall include only the external limits of lands of City of Madison from Blackwolf Dr to the east line of Outlot 4 of the plat of Old Sauk Village.

• Individual trees shall be surveyed AND will include tree tags. Survey work cannot begin until the trees are tagged. City will coordinate tree tagging. Tree tag numbers and dbh shall be included in point description on survey.

• Survey shall be completed in 2024/2025 after tree tagging. The Consultant shall coordinate with the city regarding timing based on tree tagging performed by Tree Health Management.

5. Warner Park Lagoon – 2930 N. Sherman Avenue, Madison, WI

Parcel No. 251- 0809-362-00974 Parcel No. 251- 0809-362-0098-2 Parcel No. 251- 0809-362-0099-0 Part of Parcel No. 251- 0809-361-0097-6 Part of Parcel No. 251- 0809-361-0096-8 Part of Parcel No. 251- 0809-363-0099-8 Address: 2930 N Sherman Ave, Madison, WI (multiple others)

This survey is for a dredging and regrading project. The survey shall include all features, topography, and utilities in the area as required in Attachment A (including additional upstream and downstream structures). The area to be surveyed is outlined in red on Attachment B.

• Property boundary survey and land title information are not required to be obtained for this project.

• Individual trees will not be tagged for the majority of this project but shall be surveyed with dbh determined and included in point description. For area adjacent to the dog park to be surveyed along the southwest, individual trees will be tagged and shall be surveyed.

• Survey of the pond depth shall not be required and shall be a separate bathymetric survey done by others. However, this survey shall include surveying a minimum of 10’ horizontally below the edge of water.

• The island and peninsula off of Forester Drive do not need any site features surveyed, outside of the shoreline edge.

• This survey excludes areas within the Warner Park Dog Park – except for the shoreline edge as shown in Attachment B.

• Consultant cannot work prior to 2025 as funding will not yet be authorized. If funding is not authorized for this project, this location shall be eliminated from the contract at no cost to the City of Madison.

The Consultant shall be required to contact the Wisconsin DOT and WDNR prior to surveying to obtain permission to access State of Wisconsin Property. The Consultant shall contact:

WDOT

Teri Beckman

(608) 733-1923 teri.beckman@dot.wi.gov

WDNR

Tim Simonson

(608) 275-3239 Timothy.Simonson@wisconsin.gov

Mitch Trow

(608) 206-4518 mitchel.trow@wisconsin.gov mailto:teri.beckman@dot.wi.gov mailto:Timothy.Simonson@wisconsin.gov mailto:mitchel.trow@wisconsin.gov

6. West Badger Mill Creek Greenway Confluence Section -3046 Interlaken Pass, Madison, WI

Part of Parcel No: 251- 0608-023-0205-4 Parcel No. 251-0608-023-0302-8 Address: 3046 Interlaken Pass, Madison, WI

This survey work is for evaluating channel improvements including dredging and grading.

This survey shall include all site features, topography and utilities as required in Attachment A (including additional upstream and downstream structures). The area to be surveyed is outlined in red on Attachment B.

• Property boundary survey and land title information is not required. Consultant shall show the approximate boundary based on the Ice Age Falls Subdivision plat.

• Individual trees shall be surveyed but shall not have tree tag information.

Part 2: On-Call Services

The Scope of Work for Part 2: On Call Services shall include future as-needed surveying work. The project deliverables will be determined on a case-by-case basis depending on the level of survey information needed. Below is brief list of potential as-needed surveying work. The below list shall not be considered all-inclusive. Compensation shall be provided based on the hours necessary to complete the work and hourly rates for the staff working on this project as proposed for each requested job based on the hourly rates identified by the Consultant as part of this RFP.

For any topographic or utility survey, missing or incomplete information that does not meet the requirements of Attachment A shall be the responsibility of the Consultant to complete and shall not be paid by the City for additional work necessary to address missing or incomplete information.

The intent of this section of scope is to contract with multiple Consultants on an “as needed” basis.

Potential Projects

As-Builts of New Public Stormwater Outlots

For as-built surveys of new public stormwater Outlots, the Consultant shall be required to obtain and submit an as-built survey within 10 working days of notification by the City of Madison to verify final design elevations. The City will work closely with the Developer working on the project to provide a timeframe for anticipated as-built surveying service scheduling, but this schedule may change during construction. The Consultant shall be allowed to coordinate directly with the Developer on specific schedules. Failure to meet the timeline in this scope may result in a payment deduction or elimination.

The Consultant shall anticipate one to five sites per year requiring as-built surveys on new public stormwater outlots. These sites typically range from 5-10 acres and include primarily storm ponds and structures, but may include sanitary, water, or other private utilities.

The intent of these surveys is to verify the on-site condition is built correctly and can be seeded and matted.

Topographic and/or Boundary Surveys of Existing Areas

This contract item may include surveys or topographic as-builts of existing ponds, greenways, channels, erosion, sites, streets, etc. These shall be asked and scheduled on a case-by-case basis. (The information required may include digital topographic information along with a .pdf stamped plan depending on the project)

For street projects, in addition to the requirements identified in Attachment A. The surveyor shall be required to use the existing City of Madison survey codes and CAD Template. This is available to download at: https://sftp.cityofmadison.com:443/ui/#/syncplify/share?N=eGyjAcJWbaQMXecKLgPRGQ

Construction Surveying

This contract may include occasional spot checks or field work as part of a construction project. Examples of this type of work may be to check elevations of a dredged pond to ensure that the pond meets the design grade, verify location, invert and rim grades of utilities, check the elevation and alignment of paths, verify stone placement on banks, staking, or setting control.

Part 3: Greenway Drone Project

The Scope of Work for Part 3 includes providing a drone topographic survey only for three greenway locations, each year, for three years. Consultant shall determine the property method of data collection to achieve the required accuracy. (Lidar or Photogrammetry). Survey points shall be a minimum of 3’ on grid or less to achieve a 1’ interval contour map. Mapping locations are included

This work shall occur during the same time each year, when topographic accuracy of the drone shall be greatest and exclude any errors caused by vegetative or snow cover.

All drone survey shall be submitted to the City as a surface XML or LANDXML file and Civil3D CAD file showing contours and shall be submitted in the coordinate system identified in Attachment A. The Digital terrain model shall be collected in the field and modeled so that any test point elevation would be within ½ of the contour interval over 90% of the DTM area. A minimum of 10 test points shall be made.

The drone shall ONLY be allowed to fly and survey City of Madison Stormwater Utility Property. Access to the site shall be coordinated by the City of Madison.

The three following greenways shall be included in this work, maps of each area are shown in Attachment B Maps:

• GR 7330-002 Breezewood Road Greenway – 1704 Breezewood Road

• GR 7641-012 North Door Creek Greenway – 6901 Bluff Point Drive

• GR 7152-011 North Penito Creek Greenway Rustic Woods Drive Section - 2202 S Thompson

Drive

• GR 7149-005 North Penito Creek Greenway Starker Avenue Section – 1501 Droster Road

• Hudson Park Shoreline from Miller Avenue to Welch Avenue

Consultant Qualifications

The Consultant must have at least one (1) Professional Licensed Surveyor on staff who has at least seven (7) years of professional surveying experience.

https://sftp.cityofmadison.com/ui/#/syncplify/share?N=eGyjAcJWbaQMXecKLgPRGQ

Required Information and Content of Proposals [65%]

Responses must be in the same sequence and identified with the corresponding question number (Example: Question 1, Question 2, etc.). The percentage of the total score that each question is worth is listed as [x] in each question.

1. Project Team and Staff Qualifications [25%] Please provide the resumes of the primary proposed project team assigned to this contract.

Include professional surveyors, technicians, CAD drafters and any other non-clerical staff that will be assigned to this work. Include professional registration, education and general experience of staff personnel assigned to this work.

Indicate role various staff will have in this project including a flow chart of staff contacts. Include sub-consultant information if applicable.

2. Similar Projects and Experience [20%] List 5-10 similar projects the Lead Staff for this project as completed recently and similar projects managed by the office working on this project that have been completed in the last 10 years. List the year, lead staff, client contact information, approximate cost of survey project.

3. Size and Available Workforce [20%] List the size of available workforce to complete this work. Please include any scheduling limitations that may arise on project

Cost Proposal [30%]

Please complete the pricing form located in Form A with the cost information.

Local Preference [5%]

To be identified as a local business, the Vendor must have a physical address within Dane County and meet the criteria listed here: https://www.cityofmadison.com/finance/purchasing/local-businesses/register-business/.

Evaluation and Award Process

After determining that a proposal satisfies the mandatory requirements stated in the RFP, the evaluators shall use both objective and subjective analysis to award the contract to the best and lowest proposal. An interview may be conducted with any vendor.

Experience, References, & Project Capability 65% Cost Proposal 30% Local Preference 5%

Total 100% https://www.cityofmadison.com/finance/purchasing/local-businesses/register-business/ https://www.cityofmadison.com/finance/purchasing/local-businesses/register-business/

6 HOW TO SUBMIT YOUR PROPOSAL

Proposal Checklist

Submit your Proposal by the Deadline

Submit your proposal by email to City of Madison Purchasing Services by October 4, 2024 at 2:00 PM Central Time.

• Make sure your proposal is complete (see checklist above) and readable.

• Include RFP 13080-0-2024-BP in the email subject line.

• Email proposals to: bids@cityofmadison.com

• Do not send your proposal to any other City email or agency

• If you cannot send your proposal by email, please email the Buyer at bpittelli@cityofmadison.com.

You must include RFP 13080-0-2024-BP on your proposal and all other communication to the City. For email, include RFP 13080-0-2024-BP in the subject line.

For example, an email subject line could read: RFP 13080-0-2024-BP Surveying Services Questions

Required Documents to Submit:

All information requested in Section 5.5

Required Forms to Submit:

Form B: References

Form C: Vendor Profile

RFP ADDENDUM

Check the bid websites for any addendum. See Section 3.1.

• You can use the area below to track addendums.

• An addendum might require you to submit additional documents. Make sure to read it carefully and send any additional documents.

Addendum # (if any) Have you read it?

Have you submitted any documents required by the addendum?

Addendum # _______

Addendum # _______ mailto:bids@cityofmadison.com

Format

• Electronic – proposals are submitted electronically. Exceptions can be made for paper submittals but you must contact the Buyer ahead of time to make those arrangements.

• Legible and readable – if not the City might reject it.

• Simple – not necessary to include elaborate/ high tech/ expensive graphics or similar features.

• Complete – your proposal must include all required sections and forms. See checklist.

Questions

You can ask questions about the RFP until the deadline for questions of September 17, 2024 at 2:00 PM Central Time.

Email questions to Brian Pittelli at bpittelli@cityofmadison.com. Remember to include RFP 13080-0- 2024-BP in the subject line.

We post answers to bidder questions as an addendum on the bid websites. Check the websites regularly.

Addendum (Changes or Clarifications to this RFP)

RFP addendums make clarifications, answer bidder questions, make changes to RFP timeline, and provide other important information. Addendums are posted on the bid websites listed in Section 3.1.

IMPORTANT: It is your responsibility to check for addendums. An addendum might require you to submit additional information. Your proposal could be disqualified if you do not:

• Check the bid websites regularly during the posting period

• Read all addendum

• Follow the instructions in the addendum

Multiple Proposals

You may submit more than one proposal if you are proposing more than one way to fulfill the scope requested by this RFP. If so, each proposal must meet the requirements of the RFP. Clearly label each proposal by number (Proposal #1, Proposal #2) and submit each separately.

Changing or Withdrawing your Proposal

You may make changes to your proposal before the due date of [Enter RFP due date] at 2:00 PM Central Time.

You may withdraw your proposal before the due date. After the due date, no proposals may be withdrawn for 90 days or as otherwise provided by law.

Correcting Errors in your Proposal after the Due Date

The City will notify you if we believe you made an error in your proposal and may allow you to correct the error. The City will decide if correcting the error is in the City’s best interest, is fair to the other bidders, and preserves competition. The City will decide whether an error can be corrected and will notify you.

No Exceptions from Bidders

Exceptions to this RFP are not permitted. The City of Madison reserves the right to reject bids that take exceptions or don’t follow the requirements of this RFP. If you ask to change the requirements, specifications, sample contract, or legal terms, that is considered an “exception.” A statement that you will not or cannot comply with any part of this RFP or the sample contract will also be considered an “exception.” (If this RFP allows substitutions or alternate solutions, the Scope of Services (Section 5) will make this clear, and that is not considered an “exception.”)

You are Responsible for all of your Costs in Making a Proposal

You participate in this RFP at your own expense. You may be asked to attend virtual or in-person meetings, make presentations, give demonstrations, inspect City locations, or make your facilities available for a site inspection. The City will not pay any costs incurred in your preparation of bids, even if this RFP is changed or cancelled.

Public Records and Trade Secrets

Your response to this RFP is a public record. Wisconsin and other public records laws may require the City to share your proposal or the resulting contract if someone makes a public records request. If a public records request is made, the City’s Records Custodian applies the law to decide whether the record must be disclosed, or if any part of the record can be redacted or not disclosed. There are very few exceptions to disclosure under Wisconsin law. One exception is for “trade secrets” as defined by sec.

134.90(1)(c) of the Wisconsin Statutes. It is your responsibility to research trade secrets as defined by Wisconsin law if you think any part of your proposal might be a “trade secret.” The City cannot give private legal advice to you. Most things will NOT meet this exception.

You may label items you believe meet this definition as a “trade secret” and submit them separately from the rest of your proposal, but the City cannot guarantee that information will be treated as a trade secret or confidential.

Things that are not considered confidential: your proposal or bid in its entirety, price proposal, pricing information, references, or the resulting contract. This is not a complete list.

Preserving competition: To the extent permitted by law, the City intends to withhold proposals under this RFP from public view until competitive or bargaining reasons no longer require it, in the City’s opinion. At that time, all proposals will be available for review in accordance with public records laws.

The City will not provide advance notice to bidders prior to releasing any requested public record.

7 RULES FOR THE SELECTION PROCESS

This RFP does not commit the City to award a contract. The City can cancel this RFP at any time. There is no guarantee that the City will award any contract as a result of this RFP. While the City considers this procurement important to City operations, the circumstances could change.

The City might make a partial award. By submitting a proposal you are willing to accept an order for all or part of the items/services. Note in your proposal if you do not agree to accept a partial award.

The City reserves the right to make changes to this RFP. Any changes will be made with an Addendum. Changes could impact due dates or specifications, or could require additional information from all bidders.

The City reserves the right to reject any proposal. We can reject all or part of a proposal without explaining the reason. Proposals could be rejected if they are missing information (non-responsive) or fail to demonstrate that the bidder is responsible and capable of doing the work (not responsible.)

The City may negotiate with finalists or the selected vendor. One or more bidders may need to submit additional technical proposals, best and final price proposals, or other changes to their bids.

Federal or State Laws may apply to this RFP (such as federal regulations or procurement policies that apply to grant funding). Those laws will apply over any conflicting procedure in this RFP.

Responsible and Responsive Bidders You should read the Scope of Work (Section 5) carefully to determine your ability to perform and complete the work required. This contract will only be awarded to a bidder who is “responsible” and “responsive” and whose bid is most advantageous to the City, with price and other factors considered. This RFP is designed to help the City select responsive and responsible bidders.

“Responsive” means that your proposal responds to all parts of this RFP – it is complete, not missing any information, and addresses all of the required work. Failure to provide all of the information requested in this RFP could result in being considered “not responsive.”

A “Responsible” bidder has demonstrated the ability to perform successfully under the terms of the proposed contract. This includes having adequate financial resources or the ability to obtain them; can perform and deliver on time, delivery taking into account other business commitments; has a satisfactory performance record; has a satisfactory record of integrity and business ethics; and has the necessary organization, experience and technical skills. A bidder that cannot demonstrate these things may be considered “not responsible.”

Contractors with past problems with the City The City reserves the right to refuse to accept any bid from any person, firm or corporation who

• owes the City money

• is in default to the City

• has been debarred through an official process such as through the Department of Civil Rights

• has had performance or other problems on past contracts with the City

Such bidders may be deemed “not responsible.”

8 LEGAL CONTRACT REQUIREMENTS

Sample Contract

You must review the Sample Contract attached to the end of this RFP. This contract* will be used for the work resulting from this RFP.

By submitting a proposal, you are willing to enter into a contract with the terms found in the Sample Contract. Exceptions to the legal terms are not allowed and may result in your proposal being rejected. The City does not negotiate legal terms prior to award.

*While the City strives to provide the most appropriate sample contracts, the City reserves the right to modify the form for any contract resulting from this RFP.

Affirmative Action Requirements for Contractors

City contractors must show they hire and promote employees equitably and make their best efforts to have a diverse workforce.

Affirmative Action Plan: Bidders with 15 or more employees that will earn $50,000 or more in total contracts with the City in the calendar year must file an Affirmative Action Plan (AA plan) with the City.

Submit your AA plan online using the form provided by the City. See the sample AA plan for “vendors and suppliers” at: https://www.cityofmadison.com/civil-rights/contract-compliance/affirmative-action-plan/vendors-suppliers

Exemptions: Bidders who have fewer than 15 employees or will earn less than $50,000 in total contracts with the City in the calendar year will be exempt from filing a full AA plan. You will need to fill out a request for exemption form. If you have 15 or more employees, you must complete an exemption form, provide some workforce statistics, and participate in the “RaISE” program.

Release of Payment: The City cannot make any payments under a contract until the Affirmative Action plan or request for exemption form are completed.

Referrals and Interviews for Sustainable Employment (RaISE) Program: The RaISE program is designed to match qualified people to employment. If you have 15 or more employees and are awarded the contract, you must let the City know about all external job openings in Dane County, Wisconsin. You must also agree to interview candidates the City refers to you. See this link for information and instructions: https://www.cityofmadison.com/civil-rights/programs/referrals-and-interviews-for-sustainable-employment-raise-program

The City has a Small Business Enterprise program described here:

https://www.cityofmadison.com/civil-rights/contract-compliance/targeted-business-enterprise-programs.

You will be encouraged to provide opportunities for small business enterprises (SBE) to compete for any subcontracts allowed in the contract.

See the Sample Contract, section 13, for all requirements for the City’s Affirmative Action program for contractors. Call the Contract Compliance Specialist at (608) 266-4910 with questions.

Insurance

All City contractors must provide a Certificate of Insurance. You must carry the insurance policies required by section 27 of the Sample Contract. This includes general liability insurance, workers compensation, and could include automobile and professional liability insurance. Please see the instructions and section 27 of the Sample Contract for the insurance requirement.

https://www.cityofmadison.com/civil-rights/contract-compliance/affirmative-action-plan/vendors-suppliers https://www.cityofmadison.com/civil-rights/contract-compliance/affirmative-action-plan/vendors-suppliers https://www.cityofmadison.com/civil-rights/programs/referrals-and-interviews-for-sustainable-employment-raise-program https://www.cityofmadison.com/civil-rights/programs/referrals-and-interviews-for-sustainable-employment-raise-program https://www.cityofmadison.com/civil-rights/contract-compliance/targeted-business-enterprise-programs

Rev. 08/12/2024-POS.docx 1

City of Madison

CONTRACT FOR PURCHASE OF SERVICES

(Design Professionals)

1. PARTIES.

This is a Contract between the City of Madison, Wisconsin, hereafter referred to as the "City" and hereafter referred to as "Contractor".

The Contractor is a: Corporation Limited Liability Company General Partnership LLP (to be completed by contractor) Sole Proprietor Unincorporated Association Other: .

2. PURPOSE.

The purpose of this Contract is as set forth in Section 3.

3. SCOPE OF SERVICES AND SCHEDULE OF PAYMENTS.

Contractor will perform the following services and be paid according to the following schedule(s) or attachment(s):

Order of Precedence: In the event of a conflict between the terms of this Contract for Purchase of Services and the terms of any document attached or incorporated herein, the terms of this Contract for Purchase of Services shall control and supersede any such conflicting term.

4. TERM AND EFFECTIVE DATE.

This Contract shall become effective upon execution by the Mayor, (or the Purchasing Agent, if authorized) on behalf of the City of Madison, unless another effective date is specified in the Attachment(s) incorporated in Section 3, however in no case shall work commence before execution by the City of Madison. The term of this Contract shall be

5. ENTIRE AGREEMENT.

This Contract for Purchase of Services, including any and all attachments, exhibits and other documents referenced in Section 3 (hereafter, “Agreement” or “Contract”) is the entire Agreement of the parties and supersedes any and all oral contracts and negotiations between the parties. If any document referenced in Section 3 includes a statement that expressly or implicitly disclaims the applicability of this Contract for Purchase of Services, or a statement that such other document is the “entire agreement,” such statement shall be deemed rejected and shall not apply to this Contract.

6. ASSIGNABILITY/SUBCONTRACTING.

Contractor shall not assign or subcontract any interest or obligation under this Contract without the City's prior written approval. All of the services required hereunder will be performed by Contractor and employees of Contractor.

7. DESIGNATED REPRESENTATIVE.

Contractor designates as Contract Agent with primary responsibility for the performance of this Contract. If the Contract Agent resigns, is replaced, or is no longer acting as Contract Agent for any reason, Contractor will notify the City in writing of the change, and propose a replacement Contract Agent within seven (7) calendar days. The City may accept another person as the Contract Agent or may terminate this Contract under Section 25, at its option.

8. PROSECUTION AND PROGRESS.

A. Services under this Agreement shall commence upon written order from the City to the Contractor. This order will constitute authorization to proceed.

B. The Contractor shall complete the services under this Agreement within the time for completion specified in the Scope of Services, including any amendments. The Contractor's services are completed when the City notifies the Contractor in writing that the services are complete and are acceptable. The time for completion shall not be extended because of any delay attributable to the Contractor, but it may be extended by the City in the event of a delay attributable to the City, or in the event of unavoidable delay caused by war, insurrection, natural disaster, or other unexpected event beyond the control of the Contractor. If at any time the Contractor believes that the time for completion of the work should be extended because of unavoidable delay caused by an unexpected event, or because of a delay attributable to the City, the Contractor shall notify the City as soon as possible, but not later than seven (7) calendar days after such an event.

Such notice shall include any justification for an extension of time and shall identify the amount of time claimed to be necessary to complete the work.

C. Services by the Contractor shall proceed continuously and expeditiously through completion of each phase of the work.

D. Progress reports documenting the extent of completed services shall be prepared by the Contractor and submitted to the

City with each invoice under Section 24 of this Agreement, and at such other times as the City may specify.

E. The Contractor shall notify the City in writing when the Contractor has determined that the services under this Agreement have been completed. When the City determines that the services are complete and are acceptable, the City will provide written notification to the Contractor, acknowledging formal acceptance of the completed services.

9. AMENDMENT.

This Contract shall be binding on the parties hereto, their respective heirs, devisees, and successors, and cannot be varied or waived by any oral representations or promise of any agent or other person of the parties hereto. Any other change in any provision of this Contract may only be made by a written amendment, signed by the duly authorized agent or agents who executed this Contract.

Rev. 08/12/2024-POS.docx 2

10. EXTRA SERVICES.

The City may require the Contractor to perform extra services or decreased services, according to the procedure set forth in Section

24. Extra services or decreased services means services which are not different in kind or nature from the services called for in the Scope of Services, Section 3, but which may increase or decrease the quantity and kind of labor or materials or expense of performing the services. Extra services may not increase the total Contract price, as set forth in Section 23, unless the Contract is amended as provided in Section 9 above.

11. NO WAIVER.

No failure to exercise, and no delay in exercising, any right, power or remedy hereunder on the part of the City or Contractor shall operate as a waiver thereof, nor shall any single or partial exercise of any right, power or remedy preclude any other or further exercise thereof or the exercise of any other right, power or remedy. No express waiver shall affect any event or default other than the event or default specified in such waiver, and any such waiver, to be effective, must be in writing and shall be operative only for the time and to the extent expressly provided by the City or Contractor therein. A waiver of any covenant, term or condition contained herein shall not be construed as a waiver of any subsequent breach of the same covenant, term or condition.

12. NONDISCRIMINATION.

During the term of this Contract, the Contractor agrees not to discriminate against any employee or applicant for employment because of race, religion, marital status, age, color, sex, handicap, national origin or ancestry, income level or source of income, arrest record or conviction record, less than honorable discharge, physical appearance, sexual orientation, gender identity, political beliefs or student status. Contractor further agrees not to discriminate against any subcontractor or person who offers to subcontract on this Contract because of race, religion, color, age, disability, sex, sexual orientation, gender identity or national origin.

13. AFFIRMATIVE ACTION.

A. The following language applies to all contractors employing fifteen (15) or more employees (MGO 39.02(9)(c):

The Contractor agrees that, within thirty (30) days after the effective date of this Contract, Contractor will provide to the City of Madison Department of Civil Rights (the “Department”), certain workforce utilization statistics, using a form provided by the City.

If the Contract is still in effect, or if the City enters into a new Agreement with the Contractor, within one year after the date on which the form was required to be provided, the Contractor will provide updated workforce information using a second form, also to be furnished by the City. The second form will be submitted to the Department no later than one year after the date on which the first form was required to be provided.

The Contractor further agrees that, for at least twelve (12) months after the effective date of this Contract, it will notify the Department of each of its job openings at facilities in Dane County for which applicants not already employees of the Contractor are to be considered.