13097 Addendum 1.pdf

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Attached to
Madison Bus Rapid Transit TIFIA Putting Assets to Work Asset Scan
Solicitation number
13097-0-2025-BP
Issued by
Dane County, Mattoon Village, Wisconsin

About this file

This document is Addendum 1 for RFP 13097-0-2025-BP issued by the City of Madison Finance Department's Purchasing Services, addressing the Madison Bus Rapid Transit TIFIA Putting Assets to Work Asset Scan project. The addendum provides comprehensive responses to 16 clarifying questions from potential bidders, covering topics such as proposal contents, engagement expert roles, reporting requirements, project goals, and administrative details. Key clarifications include confirming that bidders may summarize their proposed approach in a cover letter, the City's flexibility in project timeline and engagement phases, and the expectation that different project sites may address different community objectives.

The addendum highlights that the contract will be actual cost-based using specific hourly rates, with an emphasis on flexibility and comprehensive project goals. While increasing housing supply is noted as a primary community need, the City indicates that not every site needs to address all strategic objectives simultaneously. The project involves identifying and evaluating 10 out of 177 city assets for potential redevelopment, with a focus on transit accessibility, affordable housing, workforce development, and economic opportunities. The City will collaborate with the selected consultant on reporting requirements, with the understanding that the U.S. Department of Transportation (USDOT) has provided reporting templates. The contract's funding is tied to USDOT grant agreements, and the City remains actively monitoring grant developments and project implementation details.

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File Type Posted
13097 Addendum 2.pdf PDF
13097 Form A2.xlsx XLSX spreadsheet
13097 Evaluation Report.pdf PDF
13097-0-2025-BP RFP.pdf PDF

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Finance Department David P. Schmiedicke, Finance Director City-County Building, Room 406 Purchasing Services 210 Martin Luther King, Jr. Boulevard Madison, Wisconsin 53703 Phone: (608) 266-4521 Fax: (608) 266-5948 finance@cityofmadison.com www.cityofmadison.com/finance/purchasing

DATE: March 28, 2025

RE: ADDENDUM 1

13097-0-2025-BP

Madison Bus Rapid Transit TIFIA Putting Assets to Work Asset Scan

Notice to All Bidders:

Please note the following responses to the questions received:

Question 1 Proposal contents: Section 5.9 includes page limits for answers to the questions/topics described in this section, which are focused on past relevant experience and pricing. Section 6.1 outlines required proposal contents. The RFP does not appear to request a description of approach or methodology. Does the City wish for bidders to address proposed approach/methodology and fee breakdown by phase? Our understanding is that page limits apply only to responses for Section 5.9, and not the full application.

Please clarify.

Answer 1 Responders may summarize a proposed approach or methodology in a cover letter if they desire. Much of the project approach is summarized in the RFP and defined by the City’s agreement with the US DOT.

The basis of payment for the contract is described in Section 5.8 will be actual cost based on specific hourly rates, rather than lump sum per phase. This specific rate basis of payment provides flexibility to address scope variances while ensuring the consultant is compensated for their efforts.

Question 2 Engagement expert: Page 9 of RFP document (11 of pdf) identifies procuring engagement experts as an activity to complete concurrent with procuring third-party experts in compliance with 2 CFR 200 (technical service experts).

a. We understand that to mean that the City will procure engagement experts separate from this RFP. Please confirm whether that is correct.

b. Please describe how the City envisions the engagement expert interacting with the third-party technical service providers being procured through this solicitation, and how these respective workplans compare. Would the engagement expert have a separate scope of work than the engagement described in this RFP?

Answer 2 The City will either enlist an engagement expert and/or provide in-house engagement staff. The engagement efforts to be performed by respondents to this RFP are described in the scope for Phase 3, and generally entails:

• Providing exhibits and materials for City-led public engagement efforts

• Engaging private sector entities for determining feasibility and marketability of potential redevelopment projects.

mailto:finance@cityofmadison.com http://www.cityofmadison.com/finance/purchasing

March 28, 2025

Question 3 Timeline/approach: Section 5.6 describes estimated time required for each proposed activity.

a. Is the City open to an approach that requires less time?

b. Can a respondent propose an approach where engagement phases overlap, or alter the sequence of engagement phases in a way that we believe may benefit the objectives of the RFP?

Answer 3

a. Yes

b. The sequence of engagement phases and timing is a suggested approach. The City is open to considering well-reasoned alternatives.

Question 4 Public involvement support: Page 8 of RFP (10 of PDF) says that Phase 3 will “include a public involvement support.” How does the City define “public involvement support”?

Answer 4 Public involvement support could include providing materials and exhibits that are used by city staff in individual meetings, focus groups, and/or public meetings.

If reasonable, it could also include attendance by consultant staff if such attendance would provide a benefit.

Because this will be an actual cost contract based on specific hourly rates, the consultant will be compensated for efforts associated with public involvement.

Question 5 Goals: Page 4 of RFP (6 of pdf) says that the analysis should identify the 10 sites with “the greatest potential for redevelopment consistent with community plans in a way that achieves community goals.

Specific goals include providing housing and critical services near high frequency transit. Considerations should include achieving strategic objectives goals for housing, transportation access, workforce development and job quality, wealth creation and safety—maximizing benefits for families and communities, including poverty alleviation by providing more affordable housing and transportation options.”

Page 9 of the RFP (11 of pdf) says "Identify asset opportunities for TIFIA-eligible public private partnership asset concession opportunities, evaluate opportunities for the development of an Existing Asset to advance the City’s goals for workforce development and job quality, reduced air and water pollution, wealth creation and increased access to economic opportunities for families, and safety.”

a. Does the City wish to address all of these goals through the redevelopment of each asset?

b. Does it consider any of these goals higher or lower priority than the others?

c. Are there more specific goals that should be considered than what is described in the RFP?

Answer 5

a. No, each site does not need to address every goal and/or objective. The goals and objectives are provided for the respondent’s information. It is anticipated that different sites will be better at satisfying certain goals/objectives than others.

b. All goals and objectives are important, however increasing housing supply continues to be a community need that is at the forefront.

c. Specific goals and objectives can be refined for each site once the contract is underway.

Question 6 Deliverables: Phase 1 deliverable includes “Prioritization tool and methodology used for inventory.” How does the City define “prioritization tool”?

Answer 6 Figure 1 in the RFP shows a map with 177 different City assets, of which 10 will be selected for further study. The prioritization tool is the rational methodology used to identify the 10 assets selected for further study. It could be a spreadsheet, a matrix, a scoring rubric, or some other tool/methodology.

Question 7 Staff functions: Section 5.9 of the RFP references a role of “support technician.” How does the City define “support technician”?

Answer 7 Support technician duties can be defined by the respondent. Generally the intent was a staff person who could be creating exhibits, performing GIS spatial analysis, and other supporting activities for the professionals listed.

Question 8 Proportion of work effort by staff function: Section 5.9 identifies the estimated proportion of work effort for each position. Should bidders follows these proportions, or can we adjust based on our anticipated approach and methodology?

Answer 8 It is acknowledged that the actual distribution of duties is likely to vary, perhaps considerably, from the estimated proportion of work shown in the RFP. However, for scoring purposes respondents should use the proportions specified in Section 5.9 of the RFP.

Question 9 Subcontractors: For bidding teams that include subcontractors, should Forms B and C be completed for each entity, or just the prime bidder/contractor?

Answer 9 Only the prime bidder/contractor must complete Forms B and C. However, in doing so the prime bidder/contractor is certifying that all subcontractors will conform to the terms and conditions presented in the contract.

Question 10 Local vendor: If the answer to prior question is "just the prime bidder/contractor," and a registered local vendor is a member of a multi-firm team (subcontractor to prime contractor), can we answer “yes” to the Local Vendor Status question on Form C?

Answer 10 Local Vendor Status is not being used as part of the selection criteria. Only the status of the prime bidder/contractor should be designated in Form C. Please utilize the updated Form C at the end of this Addendum.

Question 11 USDOT contingency: Page 11 of RFP (13 of PDF) says that contract execution is dependent on US DOT honoring their contract agreement with City of Madison. What has USDOT communicated to City of Madison since January 2025 related to its intention to honor its contract agreement?

Answer 11 Contact with US DOT staff in early February granted Madison permission to move forward with procurement. This grant funding these services continues to be listed in US DOT’s Delphi payment portal.

Staffing and the status of various grants at US DOT continues to be dynamic, and the City is monitoring developments as they occur.

Question 12-1 IFACGP reporting:

Page 9 of RFP (11 of pdf) states, "Throughout the contract duration the consultant shall assist and/or lead the preparation of reporting documents. These include yet may not be limited to SF-PPR reporting forms and the IFAC Performance Plan submittals." Please confirm that this includes the following items (listed on page 9 of USDOT grant agreement, pg 40 of pdf) and NOT intellectual property report, invention report, annual financial statement audit, final performance report, final property report (SF-428 & SF- 428B), and annual report.

1. project management reporting — performance report (semi annual)

2. financial report (SF-425) (quarterly)

3. Equipment/property report (SF-428)

Answer 12-1 The intent is for the consultant to assist the City in preparation of required reports, not submit on behalf of the City. This could include assisting in the preparation of the financial report (SF-425) and/or Final Property Report (SF-428 of 428B). It does not appear that the Intellectual Property Report, Invention Report would be applicable.

The City would be responsible for the Annual Financial Statement Audit, if applicable.

Question 12-2 IFACGP reporting:

The USDOT grant agreement states that "The Recipient is expected to implement the project via a proposal and quarterly reporting, which require collaboration with and approval by DOT’s Grant Management Specialist (GMS) and DOT’s Grant Technical Advisor (GTA)" (pg 4 of Attachment A, pg 35 of pdf). Does the City expect the selected bidder to collaborate with DOT and utilize DOT systems in order to submit reports?

Answer 12-2 No. The US DOT has provided the City with the reporting templates they expect us to use. These templates will be provided to the consultant for quarterly submitting.

Question 12-3 IFACGP reporting:

Pg 6 of attachment A (37 of pdf) states that the City shall collaborate with DOT staff to identify metrics and deliverables within the first 90 days of period of performance. Have metrics and deliverables been determined yet, and if so, what are they? Do or will the City's metrics differ from the performance goals and metrics described on page 11 of Attachment A (pg 43 of pdf)?

Answer 12-3 The City has met with US DOT staff to discuss expected reporting frequency and format.

The consultant will assist the City in the reporting and deliverables shown on page 38 and 40 of the .pdf.

The consultant will also be responsible for the deliverables associated with each phase of the scope.

Question 13 Under Scope of Services / Phase 1 description: Can the City share more background or policy direction about what community priorities are contemplated for asset concessions? Are these priorities different from the strategic objectives goals outlined in the same section?

Answer 13 The answer to Question 5 partially addresses this. It is anticipated that different sites/assets are better suited to address certain priorities/objectives than others. For example, one site might be better suited for housing, while another site better suited for workforce development. All goals and objectives are important, however increasing housing supply continues to be a community need that is at the forefront.

Question 14 Under Scope of Services / Phase 2 description: We’d like to confirm the consultant will be identifying 6 properties in Phase 1 to advance to Phase 2, along with the 4 the City has already identified. Page 5 of the RFP indicates six, and page 6 indicates five.

Answer 14 Six.

Question 15 Under Section 5.9: Is the City inviting proposers to develop project understanding and task descriptions in addition to the 5 proposal elements outlined here, or are the five questions in Section 5.9 intended to comprise the entirety of the proposal?

Answer 15 Yes. As mentioned in the answer to question 1, responders may summarize a proposed approach or methodology in a cover letter if they desire.

Question 16 Overall: Does the City have a page limit for proposals?

Answer 16 Yes. The format and page limit is discussed in Section 5.9. Resumes do not count towards the page limit.

Please direct any other questions to the Purchasing contact person below.

Brian Pittelli City of Madison Purchasing Services

PH: (608) 2674969

bpittelli@cityofmadison.com mailto:bpittelli@cityofmadison.com

Form C: Vendor Profile_UPDATED

RFP #:

This form must be returned with your response.

COMPANY INFORMATION

COMPANY NAME (Make sure to use your complete, legal company name.)

FEIN (If FEIN is not applicable, SSN collected upon award)

CONTACT NAME (Able to answer questions about proposal.) TITLE

TELEPHONE NUMBER EMAIL

ADDRESS CITY STATE ZIP

AFFIRMATIVE ACTION CONTACT

If the selected contractor employs 15 or more employees and does aggregate annual business with the City of $50,000 or more, the contractor will be required to file an Affirmative Action Plan and comply with the City of Madison Affirmative Action Ordinance, Section 39.02(9)(e), within thirty (30) days contract signature. Vendors who believe they are exempt based on number of employees or annual aggregate business must file a request for exemption. Link to information and applicable forms:

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

CONTACT NAME TITLE

TELEPHONE NUMBER EMAIL

ADDRESS CITY STATE ZIP

ORDERS/BILLING CONTACT

Address where City purchase orders/contracts are to be mailed and person the department contacts concerning orders and billing.

CONTACT NAME TITLE

TELEPHONE NUMBER EMAIL

ADDRESS CITY STATE ZIP

fndocs Cross-Out

13097 Addendum 1
RFP-FormC-VendorProfile

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/HRV (Za stvaranje Adobe PDF dokumenata najpogodnijih za visokokvalitetni ispis prije tiskanja koristite ove postavke. Stvoreni PDF dokumenti mogu se otvoriti Acrobat i Adobe Reader 5.0 i kasnijim verzijama.)

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Created PDF documents can be opened with Acrobat and Adobe Reader 5.0 and later.)

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Form C Vendor Profile RFP: 13097-0-2025-BP Madison Bus Rapid Transit TIFIA Putting Assets to Work Asset Scan
COMPANY NAME:
FEIN:
CONTACT NAME:
TITLE:
TELEPHONE NUMBER:
EMAIL:
ADDRESS:
CITY:
STATE:
ZIP:
CONTACT NAME2:
TITLE_2:
TELEPHONE NUMBER_2:
EMAIL_2:
ADDRESS_2:
CITY_2:
STATE_2:
ZIP_2:
CONTACT NAME_3:
TITLE_3:
TELEPHONE NUMBER_3:
EMAIL_3:
ADDRESS_3:
CITY_3:
STATE_3:
ZIP_3:
Yes we are a local vendor and have registered on the City of Madison website under the following: Off
category:
No we are not a local vendor or have not registered: Off

File details come from the government source that posted it. Updated .