15003-0-2026-BP Corridor Safety Studies and Demonstration Activities.pdf

CITY OF MADISON

REQUEST FOR QUALIFICATIONS

RFQU #: 15003-0-2026-BP

Title: Corridor Safety Studies and Demonstration Activities

City Agency: Traffic Engineering

Due Date: February 27, 2026 2:00 PM Central Time

Our Madison – Inclusive, Innovative, & Thriving

REQUEST FOR QUALIFICATIONS RFQU 15003-0-2026-BP

RFQU_Corridor Safety Studies and Demonstration .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 Traffic Engineering is seeking applications from qualified engineering consultants for Corridor Safety Studies and Demonstration Activities

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

2 IMPORTANT INFORMATION

DEADLINE FOR APPLICATIONS: February 27, 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: Corridor Safety Studies and Demonstration Activities

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 February 2, 2026. You must check the bid distribution websites for any addendums.

DUE DATE FOR

APPLICATIONS:

February 27, 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

RFQU_Corridor Safety Studies and Demonstration .docx Page ii

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

Project Overview Scope of Services Required Qualifications Requirements Evaluation/Scoring Criteria General Conditions Attachments Included in This Request for Applications Local Vendor Preference Cost Application Award of Application

6 HOW TO SUBMIT YOUR APPLICATION

Checklist Submit your Qualification 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 Bidders 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 Purchase of Service Contract Form A: Signature Affidavit Form B: References Form C: Vendor Profile Attachment A: Safe Streets for All General Terms and Conditions

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 applications (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 bidders. 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

The City of Madison Traffic Engineering Division is seeking applications from qualified engineering consultants to provide professional services for corridor safety studies and demonstration activities along three corridors:

• S Whitney Way – Schroeder Rd to Williamsburg Way

• N Fair Oaks – E Washington to Commercial Ave

• Winnebago St – S Thornton Ave to S 2nd Street; Atwood Avenue – S 1st Street to S 2nd Street

(Atwood Ave is a parallel route to Winnebago between S 1st and 2nd Streets, intersecting with Winnebago Street at S 2nd Street)

This set of studies and demonstration activities are Supplemental Planning and Demonstration Projects partially funded through the Safe Streets and Roads for All (SS4A) Grant Program.

These corridors contain segments and intersections identified in the City’s High Injury Network. They also all serve local schools. South Whitney Way provides access to Orchard Ridge Elementary, St Maria Gorretti's School, and Toki Middle School; this corridor includes a City Crossing Guard location.

North Fair Oaks provides access to Hawthorne Elementary; this corridor also includes a City Crossing Guard location. Winnebago Street and Atwood Avenue provide access to O'Keefe Middle School and Marquette Elementary School; this corridor also includes a City Crossing Guard location.

These projects are part of a broader effort to improve transportation safety, accessibility, and multimodal connectivity, while aligning with Vision Zero goals and the City’s commitment to equitable transportation infrastructure.

Project Overview

This project relies heavily on the road safety audit process. The consultant will engage stakeholders and the public in active field visits along each corridor to gather qualitative safety data and understand stakeholder safety concerns. The consultant will also compile baseline quantitative data for each corridor to further understand safety challenges.

The consultant will develop potential infrastructure projects that address specific safety concerns identified in the baseline data and field visits. The consultant will share with the public and stakeholders concept sketches of the potential infrastructure projects and how those permanent infrastructure projects are likely to translate to temporary, low-cost demonstration projects. The consultant will rely on feedback from the public, stakeholders, and staff to identify at least one temporary, low-cost demonstration project to implement along each of the three corridors.

City staff will purchase materials for the demonstration projects; City staff will also install, maintain, and remove the demonstration projects.

The consultant will evaluate the efficacy of the demonstration project for each corridor using both quantitative data (compared to baseline) and public, stakeholder, and staff perceptions of safety impact.

Ultimately, the consultant will prepare a summary report of the project.

Work on the three corridors can occur simultaneously or consecutively. The City would like to complete project activities by February 2027.

The Safe Streets and Roads for all funding awarded for the tasks included in this scope of work totals approximately $330,000.

Scope of Services Required

1. Project Management and Coordination

Provide project management and coordination with a small City of Madison staff team. Upon notice to proceed, the consultant shall schedule a kickoff meeting (can be virtual) with City of Madison staff to discuss goals, expectations, and the role of the consultant team. Following this meeting, the consultant shall develop a refined project scope and schedule (workplan) with input from City of Madison staff. The consultant shall determine and detail the project timeframe and major deliverables.

Regular meetings shall be scheduled between the City of Madison project manager and the consultant to ensure regular coordination throughout the project duration. The consultant shall be responsible for scheduling meetings, developing agendas, and documenting meeting minutes.

The consultant shall internally manage project progress, schedules, and budget. The consultant shall submit quarterly invoices and progress reports to City of Madison staff. The consultant shall maintain any ongoing documentation needed to satisfy the reporting requirements of the Safe Streets and Roads for All grant.

This task is continuous throughout the length of the project.

Deliverables:

• Project kick-off meeting, agenda, and meeting summary

• Final project workplan and schedule

• Regularly scheduled coordination meetings, agendas, and meeting summaries

• Quarterly or monthly progress reports, invoices, and other necessary documentation

2. Public and Stakeholder Engagement

The community engagement process should allow the public and a variety of stakeholders to contribute to the understanding of transportation safety concerns along the three project corridors and provide input on potential improvements.

There are three main elements of community engagement, described below. Collaboration on information sharing with the public and elected officials is also expected throughout the duration of the project.

a. Field Visit – Two field visits for each corridor are expected. The purpose of the first field visit is to gather qualitative safety data and understand public and stakeholder safety concerns. The consultant shall lead a group of stakeholders on a visit to the corridor during the peak traffic period and make a qualitative assessment of the roadway and road user behavior. The stakeholders should include subject matter experts, such as traffic engineers and planners; bicycle, pedestrian, and accessibility advocates; law enforcement; first responders; business owners; nearby residents; and school or crossing guard staff and/or students.

The qualitative assessment completed during the field visit is detailed in 3.c. in this scope of work.

The field visit may or may not include the general public, in addition to the stakeholders identified in this section. The field visit may be supplemented with pop-ups, tabling, or other methods of information-gathering and engagement.

The purpose of the second field visit is to evaluate the efficacy of the temporary demonstration projects. This field visit shall include the consultant and the City staff team;

it may or may not include stakeholders and the general public.

b. Potential Improvement Feedback – The consultant shall identify an appropriate method to gather public and stakeholder feedback on potential infrastructure improvements for each corridor. The consultant shall describe how those permanent infrastructure projects are likely to translate to temporary, low-cost demonstration projects.

The consultant shall share sketches, cost estimates, and expected safety impact for each potential improvement.

The consultant shall provide a memo summarizing the feedback on potential improvements and identifying which improvements will be implemented as temporary demonstration projects.

c. Demonstration Project Feedback – The consultant shall identify appropriate methods to gather feedback from the public, stakeholders, and City staff regarding the implementation of the demonstration project and perceptions of safety.

The consultant shall provide a memo summarizing the feedback on demonstration projects.

d. City staff will encourage public and stakeholder participation in all engagement activities through information-sharing on the City project website and social media. The consultant shall provide relevant materials for City use on the project website, social media, and for communications to City Boards, Committees, and Commissions.

Deliverables:

• At least two field visits per corridor (total of six)

• A memo for each corridor summarizing the feedback on potential improvements and identifying which improvements will be implemented as temporary demonstration projects

• A memo for each corridor summarizing the feedback on demonstration projects

• Timely and relevant provision of materials for City project website, social media and

City Boards, Committees and Commissions (website and social media hosted by the City)

• Ongoing assistance in answering all questions received from the public about this project

3. Existing Conditions Multimodal Analysis

a. Background – The consultant shall review prior planning efforts and guidance documents, including, but not limited to, the Complete Green Streets Guide, Vision Zero Action Plan, Imagine Madison Comprehensive Plan, and the Madison in Motion Transportation Plan.

b. Quantitative Data Collection – The consultant shall assess existing conditions and safety for all travel modes. Data to be collected and analyzed may include, but is not limited to, speeds, volumes, turning movement counts, level of service, transit stop locations and features, crash history, cross-section and intersection geometry, location and design of curb ramps, location and design of pedestrian crossings and crossing devices, signal timing, gaps in pedestrian and bicycle infrastructure, and efficacy of roadway lighting.

City staff can provide information including signal timing and current roadway configuration (widths, ROW, current parking rules), previous motor vehicle count/speed data, and land use and redevelopment plans.

c. Qualitative Data Collection – The qualitative assessment completed during the initial field visit shall consider the following:

• For general assessment, consider physical infrastructure (whether necessary infrastructure is present; in good condition; well-connected; accessible; are signs and pavement markings adequate and effective) and behavior (are road users compliant with signs and pavement markings; is the travel speed appropriate; do different modes interact in a safe manner)

• For pedestrians, consider connectivity (are gaps or desire lines visible?); accessibility (adequate sidewalk width, slope, curb ramps, etc.); intersection safety (crossing distance, visibility); safety and comfort (separation from other modes, lighting, vehicle speeds and volumes, landscaping, pavement condition, etc.)

• For bicyclists, consider space (lane width, etc.); stability (pavement condition, obstructions); connectivity (gaps or desire lines); intersection safety (interaction with other modes, visibility); safety and comfort (separation from other modes, lighting, vehicle speeds and volumes, etc.)

• For transit users, consider connectivity between stops and origins/destinations;

accessibility; intersection safety (are safe crossings available for transit users); safety and comfort (of transit stop and adjacent area)

d. Summary Memo – The consultant shall prepare a summary memo of the information and observations gathered as part of the Existing Conditions Multimodal Analysis. This memo may combine information for all corridors or be submitted as three separate memos – one for each corridor.

• Summary memo(s) describing the quantitative and qualitative data collected as part of the Existing Conditions Multimodal Analysis

4. Development of Potential Improvements

The consultant will develop potential infrastructure projects that address specific safety concerns identified in the baseline data and field visits. In a public meeting, the consultant will share concept sketches of the potential infrastructure projects and how those permanent infrastructure projects are likely to translate to temporary, low-cost demonstration projects.

a. Identify and Describe Proposed Improvements

• The consultant shall propose specific permanent improvements along each corridor.

Proposed improvements are likely to be focused on infrastructure but may be programmatic; programmatic improvements may focus on road user behavior or staff process development or refinement. At least two proposed improvements per corridor shall be an infrastructure improvement that can be implemented as temporary demonstration projects.

• The consultant shall specify which safety issues identified in the Existing Conditions Multimodal Analysis are addressed by each proposed improvement.

• The consultant shall develop concept-level sketches for each proposed permanent infrastructure improvement and an accompanying sketch that shows how that permanent improvement would be implemented as a temporary demonstration project. Sketches should be easily understood by the public, as they will be shared during the general large group engagement meeting.

b. Cost and Safety Impact Estimates

• The consultant shall develop a concept-level cost estimate for each proposed improvement.

• The consultant shall assess the expected safety impact of each improvement.

c. Improvement Priority

• Prioritize or rank proposed improvements based on feasibility, safety impact, cost, and other factors.

• At least two proposed infrastructure improvement per corridor (total of six proposed improvements)

• A concept-level sketch of each proposed permanent improvement and an accompanying sketch of how that improvement would be implemented as a demonstration project (total of at least twelve sketches)

• A concept-level cost estimate for each proposed permanent infrastructure improvement.

• An estimate of the expected safety impact for each proposed permanent infrastructure improvement.

• A list of the proposed permanent infrastructure improvements ranked by priority based on some combination of feasibility, safety impact, cost, and other factors o a narrative explaining the ranking process and outcomes.

5. Identification of Demonstration Projects

Considering the input of the public and stakeholders through the engagement process, the consultant – in consultation with the City staff team – shall identify at least one demonstration projects per corridor (total of three projects). The identified projects must be approved by the City staff team to ensure alignment with overall City goals and work flows.

Deliverables:

• Identification of at least one proposed demonstration project per corridor (total of three demonstration projects)

6. Implementation of Demonstration Projects

City staff shall implement the demonstration projects; this includes materials acquisition, project set-up, ongoing maintenance during the implementation period, and removal of demonstration project materials at the end of the implementation period.

City staff and the consultant will collaboratively develop a schedule for implementation.

• Schedule for demonstration project implementation

7. Demonstration Project Evaluation

The consultant shall evaluate each of the three temporary demonstration projects based on:

• Comparison of relevant operational data for all modes during implementation versus baseline level data collected as part of Task 3.b.

• Qualitative assessment of the demonstration improvement during a second field visit

(only attended by the consultant and staff project team). This qualitative data shall be compared to relevant aspects of the qualitative assessment conducted as part of Task 3.c.

• Stakeholder and public opinion, as measured by the results of the survey in Task 2.c.

• Other factors the consultant or City staff identify as beneficial to evaluation.

Deliverables:

• A summary memo for each corridor describing the results of each demonstration project evaluation

8. Summary Report

The consultant shall prepare a report summarizing following:

• Results of the Existing Conditions Multimodal Analysis

• Results of public and stakeholder engagement

• Potential improvement projects and their corollary demonstration projects, conceptual-level project sketches, cost estimates, safety impact estimates, and priority ranking

• Results of the demonstration project evaluations

• A brief description of the process followed for each task for which results are presented; this document should be accessible to the public and informative for decision-makers

• A final report that includes all elements outlined above. This report may combine information for all corridors or be submitted as three separate reports – one for each corridor.

Qualifications Requirements

Applications should be as thorough and detailed as possible so that the City may properly evaluate your capabilities to provide the required services; however, submission need not exceed 75 pages.

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.

Offerors are required to submit the following items as a complete submission:

A. Section 1 – Understanding of Project Goals

• Description of the offeror’s understanding of the overall project goals, as well as specific task goals, as appropriate [10%]

B. Section 2 – Approach and Methodology: Provide a plan describing the offeror’s approach and methodology to completing the tasks and deliverables as described in the Section V. Statement of Needs. Describe any additional or alternative activities and/or deliverables the offeror recommends to achieve the goals of this planning project. The plan should include:

• Clear narrative of approach methodology for what, when, and how each task will be completed [20%]

• Project deliverables identified for each task [10%]

• Identification and description of technology that will be utilized for the project (e.g. survey platforms, software used for data analysis or modeling, etc.) [5%]

C. Section 3 – Consultant Experience and Qualifications: A written narrative statement that demonstrates the offeror’s experience with data collection and analysis, infrastructure engineering and design, public engagement, and other tasks described in this scope. The offeror should also have experience with projects of this scope. It is beneficial if the offeror has experience with federally-funded planning and/or construction projects. The narrative should include:

• Concise summaries of relevant portfolio projects for at least two (and no more than five) projects of a similar nature and/or in a similar locality [10%]

• Specification of the offeror’s role in completing the kinds of tasks and deliverables described in the above scope of work [10%]

D. Section 4 – Key Personnel and Team Composition: Specify relevant information for key personnel who will be assigned to this project, including: [10%]

• role assigned for this project

• individual experience and qualifications

• degrees, certifications, and licenses

• professional affiliations

• other pertinent resume details

E. Section 5 – Project Schedule and Capacity: Propose a project schedule that includes: [5%]

• All relevant tasks and processes necessary

• Project phasing

• Anticipated dates for deliverables

Further, include a narrative that:

• Identifies potential timing challenges and/or delays and how the consultant has addressed such challenges in the past

• Demonstrates that the offeror is appropriately staffed to complete project tasks thoroughly and on schedule

• Demonstrates the ability of some staff to attend occasional onsite meetings and presentations

F. Section 6 – Overall Quality of Qualifications: The submission should reflect the quality of work and skill of presentation that will be evident in the above listed deliverables. The submission should be: [5%]

• Well-organized, clearly structured, easy-to-understand formatting

• Accurate, error-free content

• Visually appealing graphic presentation

G. Small Business Enterprise Participation: Describe the participation of businesses that are certified as SBE in any relevant section of the submission. More information can be found at:

https://www.cityofmadison.com/civil-rights/contract-compliance/targeted-business-enterprise-programs. The SBE goal for this project is 6%.

H. Madison has a local preference purchasing policy that grants a 5% scoring preference for firms based in Dane County. Proposers seeking to obtain local preference must register online prior to the application due date at: https://www.cityofmadison.com/finance/purchasing/local-businesses/register-business/

Evaluation/Scoring Criteria

Qualifications shall be evaluated using the following criteria:

Refer to Criteria Point Value

5.3 A Understanding of Project Goals 10

5.3 B Approach and Methodology

B.1 Methodology – 20 B.2 Deliverables – 10 B.3 Technology – 5

5.3 C Consultant Experience and Qualifications 20

5.3 D Key Personnel and Team Composition 10

5.3 E Project Schedule and Capacity 5

5.3 F Overall Quality of Submission 5

https://www.cityofmadison.com/civil-rights/contract-compliance/targeted-business-enterprise-programs https://www.cityofmadison.com/civil-rights/contract-compliance/targeted-business-enterprise-programs https://www.cityofmadison.com/finance/purchasing/local-businesses/register-business/

5.3 G SBE Participation 5

5.3 H Local Preference 5

Total Points 100

General Conditions

This is a federally funded project under the U.S. DOT SS4A Program; all applicable federal and local procurement regulations apply.

City of Madison reserves the right to reject any or all submissions, waive informalities, and select the vendor that best serves the public interest.

Participation by certified Disadvantaged Business Enterprises (DBEs) is strongly encouraged.

Attachments Included in This Request for Applications

Attachment A: Terms and Conditions of FY23 Safe Streets and Roads for All award.

Local Vendor Preference

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/

Cost Application

We are not accepting cost applications at this time. Cost applications will be asked for once the evaluation process has been completed.

Award of Application

The City plans to award the full amount of this procurement. However, given the fluid nature of funding from Federal sources, there is a possibility that at a future date, the full amount of funding may not be available.

6 HOW TO SUBMIT YOUR APPLICATION

Checklist

Submit your Qualification by the Deadline

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

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

• Include RFQU 15003-0-2026-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 15003-0-2026-BP on your application and all other communication to the City.

For email, include RFQU 15003-0-2026-BP in the subject line.

For example, an email subject line could read: RFQU 15003-0-2026-BP Questions

Format

Required Documents to Submit:

Response to questions listed in Section 5.3.

Required Forms to Submit:

Form B: References

Form C: Vendor Profile

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 – applications 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 application 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 15003-0- 2026-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 RFQU)

RFQU addendums make clarifications, answer bidder 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 27, 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 bidders, and preserves competition. The City will decide whether an error can be corrected and will notify you.

mailto:bpitttelli@cityofmadison.com

No Exceptions from Bidders

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 “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 bidders 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 bidders.

The City reserves the right to reject any application. We can reject all or part of a application without explaining the reason. Applications 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 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 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 RFQU is designed to help the City select responsive and responsible bidders.

“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” 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 RFQU. This contract* will be used for the work resulting from this RFQU.

By submitting an 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: 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, 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 posFederalGrantFunded (1).docx

City of Madison

CONTRACT FOR PURCHASE OF SERVICES

(Grant funded)

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 exhibit(s) or attachment(s):

Exhibit 1:

Exhibit 2:

Exhibit A:

Notice of Federal Funding: This Contract is funded with federal assistance from the insert federal agency name and subject to the terms and conditions of the City of Madison's insert name of grant agreement, Insert grant contract number and/or FAIN or other identifying numbers, signed by the City on insert date of mayor’s signature on grant agreement, attached hereto as Exhibit A.

Compliance with Federal Requirements: The Contractor agrees to comply with all applicable provisions of the grant agreement (Exhibit A), relevant provisions of 2 CFR §200 including those found in Appendix II to Part 200, and any other applicable federal statutes, regulations, and executive orders, as applicable.

Important Notice: Contractor is hereby notified that failure to comply with a condition set out in full in this Contract, incorporated by reference, or an assurance or certification related to conduct during the award period may result in the federal granting agency taking action against the City, as recipient. Among other things, the granting agency may withhold award funds from the City, disallow costs, or suspend or freeze the funding or terminate the award. This may require the City to amend or terminate this Contract.

Order of Precedence: In the event of a conflict between the terms of this Contract for Purchase of Services and the terms of any contract attachments or exhibits except Exhibit A, this Contract for Purchase of Services shall control and supersede any such conflicting term. In the event of a conflict between Exhibit A and this Contract for Purchase of Services or any other exhibit or attachment, Exhibit A shall control.

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 from to .

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. Unless expressly stated otherwise, 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, 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 Agreement within the time for completion specified in Section 3, 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.