CITY OF MADISON

REQUEST FOR PROPOSALS

RFP #: 15015-0-2026-BP

Title: Impaired Driving Reduction Ride Share Project

City Agency: Traffic Engineering

Due Date: August 19, 2026, 2:00PM CDT 2:00 PM Central Time

Our Madison – Inclusive, Innovative, & Thriving

REQUEST FOR PROPOSALS RFP 15015-0-2026-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 Traffic Engineering is seeking proposals from qualified ride-share organizations to provide rides for customers at bars, taverns, events/festivals, and on holidays anywhere in the city, with prioritization for where and when high-risk impaired driving occurs.

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

2 IMPORTANT INFORMATION

DEADLINE FOR PROPOSALS: August 19, 2026 at 2:00 PM Central Time.

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

RFP NAME: Impaired Driving Reduction Ride Share Project

DEADLINE FOR

QUESTIONS:

The deadline for questions is July 29, 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 August 4, 2026. You must check the bid distribution websites for any addendums.

DUE DATE FOR

PROPOSALS:

August 19, 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

Page ii

Table of Contents

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

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

Official Bid Distribution Websites – IMPORTANT Contact Information

4 OUR PURCHASING VALUES

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

5 SCOPE OF WORK AND REQUIRED INFORMATION

Project Overview Scope of Services Required Proposal Requirements Evaluation/Scoring Criteria General Conditions Attachments Included in This Request for Proposals Award of Proposal

6 HOW TO SUBMIT YOUR PROPOSAL

Proposal Checklist Submit your Proposal by the Deadline Format Questions Addendum (Changes or Clarifications to this RFP) Multiple Proposals Changing or Withdrawing your Proposal Correcting Errors in your Proposal after the Due Date No Exceptions from Bidders You are Responsible for all of your Costs in Making a Proposal

Public Records and Trade Secrets

7 RULES FOR THE SELECTION PROCESS

8 LEGAL CONTRACT REQUIREMENTS

Sample Contract Affirmative Action Requirements for Contractors Insurance

Sample City of Madison Purchase of Service Contract Form A: Signature Affidavit Form B: References Form C: Vendor Profile Attachment A: SS4A FY23 Terms and Conditions

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

Official Bid Distribution Websites – IMPORTANT

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

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

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

State of Wisconsin VendorNet System

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

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

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

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

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

Contact Information

City of Madison Purchasing Contact (Buyer)

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

PH: (608) 267-4969

bpittelli@cityofmadison.com

Questions about Affirmative Action Plans

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

PH: (608) 266-4910

dcr@cityofmadison.com

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

If you send the City an email and you do not hear back within 3 days, please 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 RFP due date to get preference points. Learn more and register at the City of Madison website: www.cityofmadison.com/finance/purchasing/local-businesses/register-business/

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

Equity in Contracting

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

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

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

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

Equitable Hiring & Affirmative Action Plan

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

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

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

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

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

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

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

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

Limitations on Nuclear Weapons Producers

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

Sweatfree Purchasing

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

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

5 SCOPE OF WORK AND REQUIRED INFORMATION

The City of Madison’s Traffic Engineering Division, in partnership with Public Health Madison and Dane County, is seeking proposals from qualified ride-share organizations to provide rides for customers at bars, taverns, events/festivals, and on holidays anywhere in the city, with prioritization for where and when high-risk of impaired driving occurs.

This activity is funded through the Safe Streets and Roads for All (SS4A) Grant Program.

Between January 2023- January 2026 there were 861 total crashes that were flagged for impairment resulting in 18 fatalities and 416 injuries in the City of Madison. Impaired driving results in immediate and long-term costs to communities, healthcare systems, law enforcement and other public and private resources. Impaired Driving can be preventable using countermeasures, such as offering designated driver programs during high-risk holidays and throughout the year. This project relies on a timely and reliable ride-share service that can be offered regularly throughout the year at businesses, events, and through a centralized City website during at-risk holidays, with the amount of offerings subject to funding availability. The qualified organization shall have a ride-share system that can be accessed by business managers, event vendors, customers, and the public.

This project is a 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

Proposers should offer a user-friendly ride-share service for consumers and business managers to request rides that will not overly-burden business operations at bars, taverns, and events. In addition, it should address any potential behavioral hesitancies to request rides, such as the impacts of impairment on self-confidence, and reluctance to ask for help to get around.

Organizations should detail how their ride-share system will prioritize privacy, autonomy, user friendliness, and safety, and how they’ll attempt to counter the reasons that consumers may be reluctant to use ride-share.

The city is seeking qualified organizations that can plan for and adjust where their ride share services are offered based on local data that shows where impaired driving is more likely to happen. This will be made possible by City staff reviewing Place of Last Drink (POLD) data that is compiled by The Madison Police Department (MPD) and Public Health Madison and Dane County (PHMDC). The city will share POLD updates with the qualified organization offering ride-share and the ride-share plan will adjust according to any changes in data. POLD is the last place that someone drank before being issued a citation by law enforcement for an alcohol-related incident. By identifying retailers with a historical problem of overservice, PHMDC and MPD provide strategic education to these businesses to prevent future issues.

An organization providing ride-share services at these same businesses will help reduce drinking and driving from these establishments. The locations for which ride share services will be offered will be prioritized at POLD establishments and then dispersed to other businesses across the city using random selection and with consultations from the City’s Economic Development Division.

The organization will develop a plan, in collaboration with the City of Madison, to offer ride-share services at businesses, events, and during holidays where high risks of drug and alcohol intoxication and impaired driving occur. The organization may be requested to participate in focus groups with ride-share consumers to gather feedback about the ride-share service and make necessary adjustments after.

https://www.cityofmadison.com/transportation/initiatives/vision-zero

City staff will co-create ride-share materials with the organization, and will help install, maintain and remove ride-share materials that promote the service. Promotional materials may include flyers, drink coasters, stickers, and signs.

The organization should have the ability to track minimal data about how many rides were requested and fulfilled, and where the rides started and the organization will share this data on an ongoing basis with City staff. The organization and City staff will co- evaluate the efficacy of the ride-share project at each event, bar, and tavern using both quantitative data (i.e., number of rides), and qualitative data (i.e., program feedback) and regularly improve the project plan based on data.

Working across businesses, event vendors and the public can occur simultaneously or consecutively.

The city would like to complete project activities by January 2028.

The Safe Streets and Roads for all budget for the Impaired Driving Ride Share project is $97,240.

The funding includes costs needed to manage and administer the ride share program, including any marketing costs.

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 organization shall schedule a kickoff meeting (can be virtual) with City of Madison staff to discuss goals, expectations, and the role of the organization’s team. Following this meeting, the organization shall develop a refined project scope and schedule (workplan) with input from City of Madison staff. The organization shall determine and detail the project timeframe and major deliverables.

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

The organization shall internally manage project progress, schedules, and budget. The organization shall submit quarterly invoices and progress reports to City of Madison staff. The organization 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

• Monthly progress reports, invoices, and other necessary documentation

2. Technology for Implementation

The organizations should have their own technology to deploy user-friendly ride share services at bars, taverns, events, and through a centralized website for the public to access during high-risk holidays. Technology for ride-shares could be 1) a mobile phone app compatible with Android and Apple smartphones, 2) a centralized, online dispatch system for bar and event staff to request rides,

3) a phone number to schedule rides, and/or 4) another system used by the organization. The organization should have enough drivers available across the city to respond quickly and arrive promptly (within 10-15 minutes) at all locations where rides are requested. Organizations shall address how their ride-share system will prioritize privacy, autonomy, user friendliness, and safety, and how they’ll attempt to counter the reasons that consumers may be reluctant to use ride-share.

• Project plan that includes the number of drivers available to offer rides

• A ride-share technology that prioritizes user-friendliness, privacy, autonomy and safety

• Meeting with City staff to demonstrate the organization’s rideshare technology

• Training materials for bars, event staff and the public to learn how to use the ride share technology

• Invoices and other necessary documentation

3. Project Evaluation and Improvements

The organization shall have evaluation capabilities to measure the number of rides requested and completed. In collaboration with City staff, the organization shall create and disseminate optional surveys for ride share users to share their feedback and user experience. The organization and City staff shall work together to analyze the survey data. The organization shall also plan for and adjust where their ride share services are offered based on local data that shows where impaired driving is more likely to happen. This will be made possible by City staff reviewing Place of Last Drink (POLD) data that is compiled by The Madison Police Department (MPD) and Public Health Madison and Dane County (PHMDC). The City will share POLD updates with the qualified organization offering ride-share and the ride-share plan will adjust according to any changes in data.

• Monthly meetings with City staff to discuss POLD data and plan for adjustments

• Regularly adjust plan according to POLD data.

• Online survey system and a survey designed to collect feedback from ride share users

• A summary memo of the ride-share events describing the results of each project evaluation

4. Campaigns and Marketing

The organization and City staff shall co-design and deploy a strategic campaign and marketing materials to attract consumers to the ride-share service, with specific attention to designs and platforms that will work best at each of the locations where rides will be offered (bars, taverns, events, and city-wide during holidays). The organization shall use their own expertise and research, in collaboration with the city, to design appropriate materials. The organization shall have their own design technologies and expertise to design materials. Organizations shall detail how their marketing strategy will address privacy, autonomy, user friendliness, and safety, and how they’ll attempt to counter the reasons that consumers may be reluctant to use ride-share.

• Project meeting to generate marketing ideas with City staff and a meeting summary

• Final marketing plan and campaign schedule that considers the above behavioral motivators and barriers to using a ride-share services.

• Draft designs that reflect the marketing plan

• Project meeting to present designs and City staff approval of final concepts

• Invoices and other necessary documentation

5. Summary Report

The organization shall prepare a report summarizing the following:

• Results of the ride-share service, including number of rides at each location and event, and survey feedback.

• 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.

Proposal Requirements

Proposals should be as thorough and detailed as possible so that the City may properly evaluate your capabilities to provide the required services; however, proposals need not exceed 10 (ten) pages. Please note that resumes will not count towards the 10-page limit. 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 proposal:

A. Section 1 – Approach and Methodology: Provide a plan describing the offeror’s approach and methodology to completing the tasks and deliverables as described in Section 5.2. Scope of Services Required. Describe any additional or alternative activities and/or deliverables the offeror recommends achieving 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 [10%]

• Project deliverables identified for each task [10%]

• Identification and description of technology that will be utilized for the project (e.g. ride share booking platform, survey capabilities, number of drivers available, software used for data analysis or modeling, etc.) [30%]

B. Section 2 – Organization Experience and Qualifications: A written narrative statement that demonstrates the offeror’s experience with data collection and analysis, ride-share infrastructure, 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. 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 [5%]

• Specification of the offeror’s role in completing the kinds of tasks and deliverables described in the above scope of work [5%]

C. Section 3 – Key Personnel and Team Composition: Specify relevant information for key personnel who will be assigned to this project, including: [5%]

• role assigned for this project

• individual experience and qualifications

• degrees, certifications, and licenses

• professional affiliations

• resumes will not count toward the 10-page limit

D. Section 4 – Project Schedule, Capacity and Budget: Propose a project schedule that includes:

[25%]

• All relevant tasks and processes necessary

• Project phasing

• Anticipated dates for deliverables

• Anticipated budget breakdown. As stated above, the budget for the program is $97,240

Organizations should describe how they will use the budget to create and administer the program. Specifically, how much would be used for administration, ride shares, marketing, and other components.

• Please note that the budget will be scored based on the logic/effectiveness of how the funding will be allocated. It will not be a point total in regard to the total dollar amount of the proposed budget. It is the intent that the proposer will use the complete $97,240.

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

E. Overall Quality of Proposal: The submitted proposal should reflect the quality of work and skill of presentation that will be evident in the above listed deliverables. The proposal should be: [5%]

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

• Accurate, error-free content

• Visually appealing graphic presentation

F. 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 proposal due date at: https://www.cityofmadison.com/finance/purchasing/local-businesses/register-business/

Evaluation/Scoring Criteria

Proposals shall be evaluated using the following criteria:

Refer to Criteria Point Value

5.3 A Approach and Methodology

B.1 Methodology – 10 B.2 Deliverables – 10 B.3 Technology – 30

5.3 B Organization’s Experience and Qualifications 10

5.3 C Key Personnel and Team Composition 5

5.3 D Project Schedule, Capacity and Budget 25

5.3 E Overall Quality of Proposal 5

5.3 G 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 proposals, waive informalities, and select the proposal that best serves the public interest.

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

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

Attachments Included in This Request for Proposals

1. Terms and Conditions of FY23 Safe Streets and Roads for All award.

Award of Proposal

The City plans to award the full amount of this proposal. 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 PROPOSAL

Proposal Checklist

Submit your Proposal by the Deadline

Submit your proposal by email to City of Madison Purchasing Services by August 19 2026, at 2:00 PM Central Time.

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

• Include RFP 15015-0-2026-BP in the email subject line.

• Email proposals to: bids@cityofmadison.com

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

• If you cannot send your proposal by email, please contact the Buyer at (608) 267-4969

You must include RFP 15015-0-2026-BP on your proposal and all other communication to the City. For email, include RFP 15015-0-2026-BP in the subject line.

For example, an email subject line could read: RFP 15015-0-2026-BP Impaired Driving Reduction Ride Share Project Questions.

Required Documents to Submit:

Response to questions listed in Section 5.3.

Required Forms to Submit:

Form A: Signature Affidavit

Form B: References

RFP ADDENDUM

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

• You can use the area below to track addendums.

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

Addendum # (if any) Have you read it?

Have you submitted any documents required by the addendum?

Addendum # _______

Addendum # _______ mailto:bids@cityofmadison.com

Format

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

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

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

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

Questions

You can ask questions about the RFP until the deadline for questions of July 29, 2026, at 2:00 PM Central Time.

Email questions to Brian Pittelli at bpitttelli@cityofmadison.com. Remember to include RFP 15015-0- 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 RFP)

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

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

• Check the bid websites regularly during the posting period

• Read all addendum

• Follow the instructions in the addendum

Multiple Proposals

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

Changing or Withdrawing your Proposal

You may make changes to your proposal before the due date of August 19, 2026, at 2:00 PM Central Time.

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

Correcting Errors in your Proposal after the Due Date

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

mailto:bpitttelli@cityofmadison.com

No Exceptions from Bidders

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

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

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

Public Records and Trade Secrets

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

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

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

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

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

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

7 RULES FOR THE SELECTION PROCESS

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

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

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

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

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

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

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

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

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

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

• owes the City money

• is in default to the City

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

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

Such bidders may be deemed “not responsible.”

8 LEGAL CONTRACT REQUIREMENTS

Sample Contract

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

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

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

Affirmative Action Requirements for Contractors

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

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

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

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

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

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

The City has a Small Business Enterprise program described here:

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

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

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

Insurance

All City contractors must provide a Certificate of Insurance. You must carry the insurance policies required by section 27 of the Sample Contract. This includes general liability insurance, workers compensation, 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

For City Use Only:

Contract Expiration Date: Contract/Project Name:

Does the contract include renewals? Yes No Are the renewals Automatic or Optional? Automatic Optional No. of renewals: Duration of each renewal:

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 and subject to the terms and conditions of the City of Madison's , signed by the City on , 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. The time for completion shall not be extended because of any delay attributable to the Contractor, but it may be extended by the City in the event of a delay attributable to the City, or in the event of unavoidable delay caused by war, insurrection, natural disaster, or other unexpected event beyond the control of the Contractor. If at any time the Contractor believes that the time for completion of the work should be extended because of unavoidable delay caused by an unexpected event, or because of a delay attributable to the City, the Contractor shall notify the City as soon as possible, but not later than seven (7) calendar days after such an event. Such notice shall include any justification for an extension of time and shall identify the amount of time claimed to be necessary to complete the work.

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

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

City with each invoice under Section 24 of this Agreement, and at such other times as the City may specify, unless another procedure is specified in Section 3.

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

9. AMENDMENT.

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

10. EXTRA SERVICES.

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

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

11. NO WAIVER.

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

12. NONDISCRIMINATION.

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

B. See Exhibit A for additional requirements relating to non-discrimination.

13. AFFIRMATIVE ACTION.

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

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

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

The Contractor further agrees that, for at least twelve (12) months after the effective date of this Contract, it will notify the Department of each of its job openings at facilities in Dane County for which applicants not already employees of the Contractor are to be considered. The notice will include a job description, classification, qualifications, and application procedures and deadlines, shall be provided to the City by the opening date of advertisement and with sufficient time for the City to notify candidates and make a timely referral. The Contractor agrees to interview and consider candidates referred by the Department, or an organization designated by the Department, if the candidate meets the minimum qualification standards established by the Contractor, and if the referral is timely.

A referral is timely if it is received by the Contractor on or before the date stated in the notice.

The Department will determine if a contractor is exempt from the above requirements (Sec. 13.A.) at the time the Request for Exemption in 13.B.(2) is made.

B. Articles of Agreement, Request for Exemption, and Release of Payment:

The “ARTICLES OF AGREEMENT” beginning on the following page, apply to all contractors, unless determined to be exempt under the following table and procedures:

NUMBER OF EMPLOYEES LESS THAN $50,000

Aggregate Annual Business with the City*

$50,00…