15002-0-2026-BP Building Decarbonization.pdf

CITY OF MADISON

REQUEST FOR QUALIFICATIONS

RFQU #: 15002-0-2026-BP

Title: Building Decarbonization Assessments & Strategic Decarbonization Plan

City Agency: Mayor’s Office

Due Date: February 18, 2026

2:00 PM Central Time

Our Madison – Inclusive, Innovative, & Thriving

REQUEST FOR QUALIFICAITONS RFQU 15002-0-2026-BP

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 Mayor’s Office is seeking applications from qualified applications for Building Decarbonization Assessments & Strategic Decarbonization Plan.

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

2 IMPORTANT INFORMATION

DEADLINE FOR APPLICATIONS: February 18, 2026 at 2:00 PM Central Time.

The City will not accept late applications. 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.

RFQU NAME: Building Decarbonization Assessments & Strategic Decarbonization Plan

DEADLINE FOR

QUESTIONS:

The deadline for questions is January 26, 2026 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 January 30, 2026. You must check the bid distribution websites for any addendums.

DUE DATE FOR

APPLICATIONS:

February 18, 2026 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

Table of Contents

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

3 HOW TO FIND RFQU 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

Introduction Project Background Project Goal Project Services Building Decarbonization Assessments Portfolio-Wide Decarbonization Plan Guiding Overview Required Information and Qualifications [95%] Local Vendor Preference [5%]

Presentation

6 HOW TO SUBMIT YOUR APPLICATION

Application Checklist Submit your Application by the Deadline Format Questions Addendum (Changes or Clarifications to this RFQU) Multiple Applications Changing or Withdrawing your Application Correcting Errors in your Application after the Due Date No Exceptions from Applicants

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

7 RULES FOR THE SELECTION PROCESS

8 LEGAL CONTRACT REQUIREMENTS

Sample Contract Affirmative Action Requirements for Contractors Insurance

Sample City of Madison Contract for Purchase of Service Form A: Signature Affidavit Form B: References Form C: Vendor Profile

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

Official Bid Distribution Websites – IMPORTANT

The City of Madison posts all requests for qualifications (RFQUs), 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 RFQU and updates to the RFQU.

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 applicants. It could make important changes to the RFQU. 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 RFQUs.

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 call the Buyer at (608) 267-4969.

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 RFQU 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

Introduction

The City of Madison is seeking a contractor to provide decarbonization assessments of 21 priority buildings and a strategic plan for decarbonizing all 146 buildings in the City’s portfolio that currently use natural gas.

Project Background

The City of Madison has committed to achieving net zero greenhouse gas (GHG) emissions for City operations by 2030. That means we need to power the City’s buildings, vehicles, and other assets with clean, renewable energy, and the GHG emissions from any fossil fuel use would need to be offset through carbon sequestration. Currently, nearly 52% of the City’s GHG emissions come from powering our buildings and facilities.

While the City’s new buildings are designed to be highly energy efficient and with low to no on-site fossil fuel use, achieving the City’s goals requires improvements and retrofits to our portfolio of existing buildings to improve energy efficiency and eliminate the use of fossil fuels to the greatest extent possible.

Madison has approximately 146 buildings that use natural gas with a total gross floor area of 4.5 million square feet. These buildings span 13 departments and many uses, including office space, police and fire stations, public buildings such as libraries and recreation centers, and well pump houses and sewer lift stations (Table 1).

Table 1. Characteristics of City of Madison buildings with natural gas by department. The number, total gross square footage, and total natural gas usage of buildings in each department are summarized.

Department Number of Buildings

Total Building Square Footage

Total Therms of Natural Gas (2024)

GHG Emissions (CO2e)

Community Development Authority 13 785,358 218,080.96 2,076.25

Planning, Community, & Economic Development 4 16,139 759.24 13.29

Engineering 20 1,731,767 63,782.91 1,904.60

Fire 18 222,525 73,308.98 1,088.78

Fleet 1 117,946 29,378.62 350.39

Library 9 224,097 57,051.04 1,066.48

Monona Terrace 1 303,000 10,346.07 1,703.33

Parks 34 271,674 185,030.02 2,285.54

Police 8 136,429 44,502.09 695.50

Streets 4 319,862 65,662.46 519.96

Traffic Engineering 3 45,377 13,462.08 182.42

Transportation 3 344,132 239,530.87 2,370.16

Water Utility 28 166,874 54,314.64 9,682.18

Grand Total 146 4,685,180 1,055,209.969 23,938.88

The City has formed a Building Decarbonization Working Group composed of City staff to identify and analyze its current portfolio of buildings. The working group has outlined a 4-step process to advance building decarbonization planning. Steps 1 and 2 have been completed by the working group. Work performed under this RFQu will focus on Steps 3 and 4.

1. Collect Data

a. Identify facilities/equipment that use natural gas. The City has access to energy use data for most buildings on the 15-minute increment.

b. Identify age and condition of equipment/facilities elements. The city has access to equipment data for many of its buildings.

c. Identify facilities’ current and future use(s). The city collected detailed information about each building from departments.

2. Identify Priority Buildings

a. Identify facilities/equipment where there are opportunities to eliminate the need for natural gas, improve energy efficiency to reduce the amount of natural gas needed, or switch to equipment powered by electricity.

b. Identify facilities that need building decarbonization assessments.

3. Conduct Building Decarbonization Assessments

a. Perform assessments of priority buildings to plan for decarbonization.

4. Create a Portfolio-wide Strategic Decarbonization Plan

The group identified 21 buildings (listed in Table 2) that are a priority for decarbonization assessments based on their energy use per square foot (energy use intensity or EUI), total natural gas usage and average equipment age. These buildings represent approximately 44% of the City’s natural gas usage and 25% of the City’s total GHG emissions. Prioritizing decarbonization of a portion of the portfolio is not only cost-effective but ensures we are focused on making significant strides at the buildings that contribute the most to our emissions.

Table 2. Buildings that have been prioritized for decarbonization assessments. The department, natural gas usage and size of each building (gross square footage) are summarized below.

Department Building Name/Address Total Therms of Natural Gas (2024)

Total Square Footage

Engineering Engineering Ops 1600 Emil St. 20,957 68,265

MMB

215 Martin Luther King Jr. Blvd 16,395 82,952

Fire Fire 1 316 W Dayton 14,529 52,868

Fire 11 4011 Morgan Way 7,007 11,204

Fire 7 1810 McKenna Blvd 4,530 12,539

Police Police Training 5702 Femrite Dr. 12,572 39,186

East 809 S. Thompson Dr. 7,957 14,640

West 1710 Mckenna Blvd. 6,478 12,100

Library Sequoya 4340 Tokay Blvd. 7,476 20,040

Central 201 W Mifflin St. 25,581 12,010

Goodman South 2222 S Park 3,816 12,010

Parks Goodman Pool 325 W. Olin Ave. 18,713 6,117

Breese Stevens 900 E. Washington 8,635 37,562

Forestry 1402 Wingra Creek Pkwy. 22,797 50,000

Yahara Hills Golf Course Clubhouse 6701 Us Hwy 12 9,530 8,500

Streets West Office 1501 W. Badger Road 24,802 98,875

East Office 4602 Sycamore Ave 26,284 149,234

Monona Terrace 1 John Nolen Dr 10,346 303,367

Light Assessments - The following buildings only need a portion of their building assessed or only need weatherization assessments.

Parks 330 E. Lakeside St.

(Just portion to be remodeled) 14,401 21,724

Traffic Engineering

1120 Sayle St (Pending date of move) 12,960 37,877

Transportation 1 S Ingersoll (Weatherization/air sealing) 187,653 282,250

Grand Total 21 Buildings 1,440,510 463,417

Project Goal

Madison’s goal is to have a Strategic Decarbonization Plan to deeply reduce and, if possible, eliminating fossil fuel use in all City buildings by 2035. The plan should identify an actionable, phased approach for implementing building retrofits and upgrades, which may be a mix of electrification, energy efficiency, and renewable energy, and include a realistic schedule for implementing necessary building upgrades that considers end-of-life equipment replacement, estimates of the energy and emissions savings, and estimates of the potential capital and operational costs.

The plan should include an approach for deeply decarbonizing the 21 priority buildings over the next 5-7 years, supported by detailed assessments, and the full portfolio of buildings by 2035. We anticipate that developing a decarbonization plan at scale across the City’s whole portfolio of buildings, rather than approaching each building independently, will enable a more effective phasing of the work that ultimately results in greater energy, GHG, and cost savings. This may look like identifying all of the buildings that would be good candidates for certain interventions (such as ASHP, HP Water Heaters, Solar, etc), or certain funding mechanisms (such as Energy Savings Performance Contracts), so that the City can approach the work holistically and economically.

Project Services

To develop a Strategic Decarbonization Plan for Madison, we would like to identify a contractor that will provide two services (vendors must provide both services):

1) perform decarbonization assessments of each of the 21 priority buildings (5.5 below)

2) evaluate the City’s full portfolio of buildings and develop a plan for decarbonizing all City buildings by 2035 (5.6 below)

More details on these two services are included below. We expect the contractor to propose their preferred methodology for providing both of these services.

Building Decarbonization Assessments

A building decarbonization assessment is similar to an energy audit and focuses on identifying opportunities for building retrofits or upgrades that will reduce or eliminate natural gas use in the building, such as electrification, energy efficiency, and renewable energy. The contractor will perform decarbonization assessment of each of the 21 priority buildings identified by the Building Decarbonization Working Group (see Table 2 above). As part of their response to this RFQu, the vendor will suggest an appropriate approach for these assessments, which may include virtual and/or in-person methods.

A decarbonization assessment should determine achievable levels of emissions reductions at each building through potential upgrades such as:

• Improvements to the building envelope (insulation, air sealing, windows)

• Upgrading to more efficient equipment, including HVAC, lighting, hot water, etc.

• Adding controls, sensors, or building automation systems (BAS)

• Switching from equipment that uses natural gas to a version that runs on electricity

(electrification), including opportunities for “electrification-ready” and full electrification, including EV readiness

• Adding onsite renewable energy generation

• Switching to equipment that uses refrigerants with low Global Warming Potential

The final deliverable for this service will be a summary of the assessment and recommendations for each priority building that provides, at least:

• A list of current equipment, its characteristics, and expected end of life.

• A list of recommended upgrades that, in combination, provide the most effective strategy for decarbonizing the building.

• An analysis for each upgrade and for the full suite of upgrades combined that quantifies the potential carbon savings, energy savings, and financial costs associated, including initial investment and operational savings.

• A suggested timeline that phases upgrades to optimize efficiency and cost effectiveness, taking into account equipment replacement needs, opportunities to right-size equipment, and proper staging of technologies.

• Providing the City with detailed assumptions and adjustable parameters for cost estimates (for example, in a spreadsheet) is preferrable.

These findings should be incorporated into Service 2 a portfolio-wide decarbonization roadmap, described below.

Portfolio-Wide Decarbonization Plan

The contractor evaluates the City’s full portfolio of buildings and develops a plan for decarbonizing all City buildings by 2035. The contractor will use the decarbonization assessments and existing data (listed in Step 1 above), tune-up and retro-commissioning reports, and other data provided by the City to supplement their work.

At the portfolio-wide level, we expect the decarbonization plan to detail the approach for first decarbonizing the 21 priority buildings in the next 5-7 years and then the rest of the portfolio by 2035, with identified:

• Timeline that phases projects to:

• optimize efficiency and cost effectiveness,

• factor in equipment replacement schedules and end of life,

• align with capital planning and relevant trigger events, and

• consider impacts of renovation schedule on City operations, including but not limited to the need to relocate staff.

• Economies of scale that group potential projects by intervention type (for example, with existing equipment data identifying every building that may be a good candidate for ASHP or HP Water Heaters)

• Portfolio-wide electrification-ready measures including EV readiness that can be taken to set Madison up for future success

• Potential funding mechanisms including, but not limited to Energy Savings Performance Contracts, grants, tax credits, as well as more traditional local government funding options.

Identification of projects that would be best suited to different funding types (for example, identification of buildings that would be good candidates for Energy Savings Performance Contracts). For funding types, identification of potential ROI for identified projects.

• Future climate change hazards, such as increased extreme heat days or wildfire smoke days, and their impact to facilities/infrastructure.

The roadmap should an analysis that quantifies the potential carbon savings, energy savings, and financial costs associated, including initial investment and operational savings for each building and with relevant summaries (by year, department, etc.). Providing the City with detailed assumptions and adjustable parameters for cost estimates (for example, spreadsheet format) is preferrable.

Guiding Overview

For this project, interested firms should address the following questions and topics in their proposal. The Committee will review the responses to the questions as well as the team’s qualifications, references, and completed prior projects. All information provided will be scored using a rubric. These questions below should not be answered directly but taken into consideration when answering questions in Section 5.8 below.

1) Detail your experience performing decarbonization assessments and planning. Describe your approach to decarbonization planning and highlight your impression of key challenges that you have encountered in these efforts. Provide a minimum of two building decarbonization assessments/plans that you prepared and describe the role that your firm took in addressing the challenges of these assignments.

2) Describe the information that you think is necessary for an actionable decarbonization plan. What steps will you take to procure this information? Will outside contractors and specialists be utilized in this project? If so, who and why?

3) Define the organizational structure of the team your firm will use for this project. Identify the project leader and why each team member is best suited to their role on this project.

4) Describe the package of deliverables you propose, including their format, for the City of Madison’s building decarbonization plan.

5) The City of Madison has the goal to complete the building decarbonization plan by August 2025.

Propose a timeline for completion of the plan.

6) The budget for this project is $250,000. What services and products would you provide for a budget of this size?

7) Include three references for either government entities or organizations with large building portfolios for which you performed similar work and describe what makes them stand out as your references.

Required Information and Qualifications [95%]

Responses must be in the same sequence and identified with the corresponding question number (Example: Statement 1, Statement 2, etc.). Please limit responses in this section to the specific page limit listed next to each question. Resumes will not count toward the page limit. The percentage of the total score that each question is worth is listed as [x%] in each question.

1. Letter of Interest (2 pages)

2. Team Organizational Structure and Team Lead (4 pages) [10%] This section should include team structure and project lead. For each team member, describe their role on the project, any special qualifications or strengths they bring to the team, and how they will interact with the City staff leading this project. Identify which team members, if any, are subconsultants. Briefly describe the firm along with its commitment to equity and inclusion.

Please include resumes. Resumes should be no longer than 2 pages each. They do not count toward the page limit.

3. Prior Work & Experience with Building Decarbonization (4 pages) [20%] Summarize experience working with government agencies or organizations with large building portfolios with emphasis on building decarbonization plans. Include references to example building decarbonization assessments and plans that you have developed and the impact they have had.

4. Project Strategy (6 pages) [30%] Describe the strategy you would employ to meet the project goal and provide the services outlined in this RFQU, including key project tasks, project timeline, and proposed collaboration with the City of Madison team. Please describe how you will collaborate with the City of Madison team, and the frequency of such collaboration.

5. Proposed Budget [10%] Provide a clear project budget that breaks down the costs for each proposed task identified in your project strategy and description of deliverables. Budgets should be detailed, including the proposed number of hours on the project and hourly rates for each team member. Proposals will be scored based on the extent and quality to which the proposed budget costs are reasonable and appropriate to generate the proposed deliverables and accomplish the project goals.

Applicants may submit proposals with budgets up to $250,000.

6. Description of Deliverables (6 pages) [25%] Describe the deliverables you will provide to the City of Madison, their format, and how you envision them being used by the City to move forward with building decarbonization.

7. Project References (2 pages) Include three references for either government entities or organizations with large building portfolios for which you performed similar work. For each reference, describe what makes them stand out as your reference. These should be the same references in Form B.

Local Vendor Preference [5%]

Pursuant to City of Madison Resolution File #05943 as indicated on Section 4.1 in order to receive the 5% local vendor preference score, proposer must submit and register their business prior to submitting their applications using the link below:

www.cityofmadison.com/finance/purchasing/local-businesses/register-business/

Presentation

After the first round of evaluations, the panel will select a short-list of up four vendors to present virtually to the evaluation panel. The tentative timeframe will be approximately during March 2026. These dates are subject to change.

http://www.cityofmadison.com/finance/purchasing/local-businesses/register-business/

6 HOW TO SUBMIT YOUR APPLICATION

Application Checklist

Submit your Application by the Deadline

Submit your application by email to City of Madison Purchasing Services by February 18, 2026 at 2:00 PM Central Time.

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

• Include RFQU 15002-0-2026-BP in the email subject line.

• Email applications to: bids@cityofmadison.com

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

• If you cannot send your application by email, please contact the Buyer at (608) 267-4523

You must include RFQU 15002-0-2026-BP on your application and all other communication to the City.

For email, include RFQU 15002-0-2026-BP in the subject line.

For example, an email subject line could read: RFQU 15002-0-2026-BP Building Decarbonization Assessments & Strategic Decarbonization Plan Questions.

Format

Required Documents to Submit:

Response to questions listed in Section 5.8.

Required Forms to Submit:

Form A: Signature Affidavit

RFQU 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

• 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 RFQU until the deadline for questions of January 26, 2026 at 2:00 PM Central Time.

Email questions to Brian Pittelli at bpitttelli@cityofmadison.com. Remember to include RFQU 15002-0- 2026-BP in the subject line.

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

Addendum (Changes or Clarifications to this RFQU)

RFQU addendums make clarifications, answer applicant questions, make changes to RFQU 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 application 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 Applications

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

Changing or Withdrawing your Application

You may make changes to your application before the due date of February 18, 2026 at 2:00 PM Central Time.

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

Correcting Errors in your Application after the Due Date

The City will notify you if we believe you made an error in your application 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 applicants, and preserves competition. The City will decide whether an error can be corrected and will notify you.

No Exceptions from Applicants

Exceptions to this RFQu are not permitted. The City of Madison reserves the right to reject bids that take exceptions or don’t follow the requirements of this RFQu. 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 RFQu or the sample contract will also be considered an mailto:bpitttelli@cityofmadison.com

“exception.” (If this RFQU 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 Application

You participate in this RFQu 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 RFQU is changed or cancelled.

Public Records and Trade Secrets

Your response to this RFQu is a public record. Wisconsin and other public records laws may require the City to share your application 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 application 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 application, but the City cannot guarantee that information will be treated as a trade secret or confidential.

Things that are not considered confidential: your application or bid in its entirety, price application, 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 applications under this RFQU from public view until competitive or bargaining reasons no longer require it, in the City’s opinion. At that time, all applications will be available for review in accordance with public records laws.

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

7 RULES FOR THE SELECTION PROCESS

This RFQU does not commit the City to award a contract. The City can cancel this RFQU at any time.

There is no guarantee that the City will award any contract as a result of this RFQU. While the City considers this procurement important to City operations, the circumstances could change.

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

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

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

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

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

Responsible and Responsive Applicants 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 an applicant who is “responsible” and “responsive” and whose bid is most advantageous to the City, with price and other factors considered. This RFQu is designed to help the City select responsive and responsible applicants.

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

A “Responsible” applicant 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 applicant 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 applicants may be deemed “not responsible.”

8 LEGAL CONTRACT REQUIREMENTS

Sample Contract

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

By submitting a application, 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 application 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 RFQU.

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: Applicants 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: Applicants 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, automobile liability, environmental lability, and umbrella liability insurance. Please see the instructions and section 27 of the Sample Contract for the insurance requirements.

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. 12/10/2025-posContract (7).docx

City of Madison

CONTRACT FOR PURCHASE OF SERVICES

1. PARTIES.

This is a Contract between the City of Madison, a Wisconsin municipal corporation (“City”) and ("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):

Attachment A: (name) (List all attachments here by name, and label and attach them, in order.)

Attachment B: (name)

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 complete the sentence using one of the sample clauses below; and the renewal clause only if renewals are part of this contract. Delete the clauses you are NOT using.

from to .

year(s) from the date of final signature by the City.

months from the date of final signature by the City.

year(s) from (insert a hard start date) .

months from (insert a hard start date) .

As set forth in (reference exhibit or attachment above and the section number of that document where the contract term is described..

Add this language only if renewal terms have been agreed and authorized:

This contract may be renewed in writing, signed by authorized representatives of each party, for up to (number of total renewal terms) of renewal terms of (length of each renewal such as one (1) year) year(s) each.

5. CONTRACT PRICE.

It is expressly understood and agreed that in no event will the total Contract price paid by the City exceed:

a total of $ .

The pricing set forth in (refer to an exhibit/attachment listed above) .

Other: (specify details here) .

6. BASIS FOR PAYMENT.

A. GENERAL.

(1) The City will pay Contractor for completed and accepted services rendered and any goods or products under this Contract at the Contract Price set forth in Section 5. Such payment shall be full payment for services rendered and for all labor, material, supplies, equipment and incidentals necessary to complete the services.

Payment in excess of the total Contract price will not be allowed unless authorized by a formal amendment signed by authorized representatives of both parties.

(2) Payment Schedule: The City will pay the Contractor in accordance with the schedule, if any, set forth in Section 3. Final payment of any balance due the Contractor will be made upon acceptance by the City of the services and any deliverables required by the Contract and upon receipt by the City of documents required to be returned or to be furnished by the Contractor.

(3) Invoicing: The Contractor shall submit invoices in a format approved by the City and as may be further specified in Section 3 of this Contract. Invoices shall include date(s) services are performed. If this Contract contains more than one product or service, invoices shall be itemized accordingly. The final invoice, if applicable, shall be submitted to the City in accordance with any agreed invoicing schedule but in no case later than thirty (30) days after completion of services and delivery of any goods.

(4) Payment shall not be construed as City acceptance of unsatisfactory or defective services or improper materials.

(5) The City has the equitable right to set off against any sum due and payable to the Contractor under this Contract, any amount the City determines the Contractor owes the City, whether arising under this Contract or under any other Contract or otherwise.

(6) The City will not compensate for unsatisfactory performance by the Contractor.

B. EXTRA SERVICES OR DECREASED SERVICES.

(1) The City may request, in writing, extra services or decreased services, as defined in Section 10 of this Contract.

Unless the Contractor believes the extra services entitle it to extra compensation or additional time, the Contractor shall proceed to furnish the necessary labor, materials, and professional services to complete the services within the time limits, if any, specified in this Contract.

(2) If in the Contractor's opinion the order for extra service would entitle it to extra compensation or extra time, or both, the Contractor shall not proceed to carry out the extra service, but shall notify the City, pursuant to Section 15 of this Contract. The notification shall include the justification for the claim for extra compensation or extra time, or both, and the amount of additional fee or time requested.

(3) The City shall review the Contractor's submittal and respond in writing, either authorizing the Contractor to perform the extra service, or refusing to authorize it. The Contractor shall not receive additional compensation or time unless the extra compensation is authorized by the City in writing.

7. ASSIGNABILITY/SUBCONTRACTING.

Contractor shall not assign or subcontract any interest or obligation under this Contract without the City's prior written approval or unless expressly stated otherwise in an attachment incorporated in Section 3. Unless the City has expressly approved subcontracting, all of the services required hereunder will be performed by Contractor and employees of Contractor.

8. 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.

9. PROSECUTION AND PROGRESS.

A. Services under this Contract shall commence upon written order from the City to the Contractor, which order will constitute authorization to proceed; unless another date for commencement is specified elsewhere in this Contract including documents incorporated in Section 3.

B. The Contractor shall complete the services under this Contract within the time for completion as specified in the attachment(s) listed in Section 3. 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, and at such other times as the City may specify, unless another procedure is specified in Section 3.

E. The Contractor shall notify the City in writing when the services under this Contract 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.

10. EXTRA SERVICES.

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

6. Extra services or decreased services means services which are not different in kind or nature from the services called for in 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 set forth in Section 5, unless the Contract is formally amended.

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.