15016-0-2026-BP Planning Design for Lake Forest Lift Station - REBID.pdf

CITY OF MADISON

REQUEST FOR PROPOSALS

RFP #: 15016-0-2026-BP

Title: Planning & Design for Lake Forest Lift Station - REBID

City Agency: Engineering Division

Due Date: March 30, 2026 2:00 PM Central Time

Our Madison – Inclusive, Innovative, & Thriving

REQUEST FOR PROPOSALS RFP 15016-0-2026-BP

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1 OPPORTUNITY AND WELCOME

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

The City of Madison Engineering Division is seeking proposals from qualified vendors for Planning & Design for Lake Forest Lift Station - REBID.

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

2 IMPORTANT INFORMATION

DEADLINE FOR PROPOSALS: March 30, 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: Planning & Design for Lake Forest Lift Station - REBID

OPTIONAL SITE

VISIT

There will be an optional site visit on March 6, 2026, from 10:00am – 11:00am at the site.

DEADLINE FOR

QUESTIONS:

The deadline for questions is March 10, 2026, at 2:00pm CST. 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 March 13, 2026. You must check the bid distribution websites for any addendums.

DUE DATE FOR

PROPOSALS:

March 30, 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

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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

Background Information Description of Anticipated Improvements Anticipated Scope of the Services to be provided by the Design Firm (Consultant) Anticipated Timetable Project Deliverables Requirements of Submissions Cost Proposal [40%] Local Preference [5%]

6 HOW TO SUBMIT YOUR PROPOSAL

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

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

7 RULES FOR THE SELECTION PROCESS

8 LEGAL CONTRACT REQUIREMENTS

Sample Contract Affirmative Action Requirements for Contractors Insurance

Sample Contract Form A: Price Proposal and Signature Affidavit Form B: References Form C: Vendor Profile Attachment A: Project Location Map & Service Area Map Attachment B: Existing Motor & Pump Specifications

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: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, including 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

Background Information

The City of Madison Engineering Department (hereon referred to as the City) and the Madison Metropolitan Sewerage District (hereon referred to as MMSD) have reviewed the age, condition, and capacity of the Lake Forest Lift Station, located at 2021 Dickson Place, and determined that the pumps and control equipment are in need of replacement.

The existing station is a dry pit centrifugal style facility per City and MMSD records. The pumps are currently located in an underground containment structure. The original construction drawing of the lift station is not available but a site visit to view the station internals will be made available to consultants.

Enclosed is a map showing the location of the existing lift station.

Ownership of this lift station was transferred to the City after the final attachment of the Town of Madison to the City of Madison in 2022. The station is located on an approximately 90-foot-long, 20-foot-wide City owned parcel on the eastern side of Dickson Place. The current average flow handled is approximately 100,800 GPD from a current service area of approximately 28 acres comprised primarily single-family residential housing. It is believed infiltration and inflow contributions to the station are significant based on the relatively small service area compared to the observed average flows. It should also be noted that the service area for the station could increase to approximately 70 acres depending on if City utilities are eventually extended into the single-family residential areas to the northwest of the existing service area.

Figure 1: Existing Lake Forest Lift Station

The station has two (2) 5 HP, 300 GPM vertical Fairbanks-Morse pumps with a total dynamic head of 33-feet. However, during an MMSD drawdown test, the pumps tested out to have an average test pump rate of 133 GPM. Pumps at this station do not alternate automatically – MMSD staff switch the lead pump at the station on a weekly basis. Double pumping at this station only occurs if water levels in the wet well get high enough during a rain event.

The lift station pumps through an 8-inch ductile iron force main (approximately 1246 feet in length) to a City of Madison sewer access structure located on a City sanitary sewer easement to the southwest between Dodge Street and Fish Hatchery Road.

Currently, the City’s goal is to begin construction of the new lift station and forcemain in the spring/summer of 2027.

Description of Anticipated Improvements

The improvements are likely to include all of the following elements:

1. Removal of existing lift station building, including dry well and wet well

2. Remove and install pumping equipment and appurtenances

3. Remove and install electrical equipment as required, including an on-site backup generator surrounded by protective security fencing and a locked gate.

4. Remove and install electrical service to the above ground control panel including emergency generator connection

5. Install new wet well and valve vault

6. Install suction and discharge piping, as required

7. Install control systems, telemetry, and antenna

8. Install surge protection equipment

9. Install emergency backup generator

10. Site grading for driveway access and improved storm water drainage

11. Local storm sewer upgrades, as required

12. Install approximately 1400 feet of new sanitary forcemain within the public right-of-way (roadway) to accommodate future sanitary sewer work in the area, from the new lift station to a regional high point located on Martin Street near the intersection with Fish Hatchery Road.

a. Size and material of forcemain to be determined by design consultant

The City does not anticipate securing additional property for the purposes of this project. The intent is to have the new lift station located within the same parcel as the existing lift station.

The scope and estimated costs for the improvements at this station are to be examined in detail by the Consultant during the design phase. Based on the City’s experience with previous similar lift stations, the cost estimate of the lift station may be in the range of $1,600,000 to $2,000,000. The City’s has budgeted $175,000 for design services on this project.

Anticipated Scope of the Services to be provided by the Design Firm (Consultant)

The anticipated services to be provided by the design firm include the following:

1. Manage and carry out the overall design of the project.

2. Perform a survey of the lift station site and of the proposed forcemain installation route.

a. Locate and identify ownership of private utility facilities within the project area.

b. Locate property irons (if present) along Dickson Place to establish property line delineations for the lift station parcel and the surrounding properties.

3. Coordinate with private utility companies with facilities in the project area.

a. Obtain information about existing facilities including but not limited to layouts, size, material, etc.

b. Work directly with private utility companies if relocation(s) of their existing facilities are necessary due to conflicts with the proposed design.

c. Relevant information about existing private utility facilities, including any relocations, should be clearly represented in the project plans and specifications.

d. The Consultant shall be responsible for all design-stage private utility location, coordination, and conflict resolution.

4. Perform soil borings to evaluate subsoil conditions, groundwater levels, and bedrock potential.

a. The Consultant shall determine the number of soil borings and their depths.

5. Provide any field measurements needed at the station site and any locations necessary for forcemain design and installation.

6. Inspect and become familiar with the lift station. The lift station will be available to be viewed on MARCH 6, 2026 from 10:00am to 11:00am.

a. Please note that any questions asked and answers provided at the site visit are considered “off the record”. To have an official response, please submit question(s) to the purchasing representative by March 10, 2026.

7. Perform an asbestos investigation and develop an asbestos abatement plan for use by the Contractor.

8. Meet and interact with the City, MMSD and private utilities as needed throughout the project and submit key design recommendations for City and MMSD review and approval. The Consultant shall specify the number of formal meetings anticipated and accounted for in their proposal. (Please assume a minimum of four (4)).

9. Evaluate and recommend specific lift station designs for all rehabilitation improvement options, including but not limited to recommending flow capacities for the proposed lift station, sizing of pumping units, sizing of wet well, and any buoyancy calculation requirements.

a. Wet well design and pump sizing shall consider both existing and future flows to the lift station. The Consultant shall be responsible for estimating future flows based on potential expansions to the service area and/or growth within the service area.

10. Identify and complete all permits required for the project (except for permits required by the construction Contractor). The Consultant will be responsible for completion of the Wisconsin Department of Natural Resources (WDNR) permit for the lift station replacement. The City will then be responsible for submitting and payment of WDNR permits.

11. Provide detailed electrical design work (including instrumentation and control) required for the project. Work to include switchboards, motor controllers, station controllers, power wiring, control wiring, telemetry, lighting, and level control system. The Consultant shall coordinate all electrical work with MMSD staff and shall incorporate the electrical work into the overall project.

12. Provide detailed mechanical design work required for the project. Work to include pump suction and discharge valves replacements, sump pump and controls, float tube removal, and any required HVAC modifications.

13. Provide miscellaneous detailed design work required for the project that included the pump and valve painting, bollard painting, cat-walking painting, new entrance door, concrete steps, landscaping, wet well, and rooftop (if necessary).

14. Examine and document specific sequencing required for construction, considering the need to keep facilities in continuous operation.

15. Prepare detailed plans and specifications to be used for bidding and construction. Plans shall include all details required and the necessary plan and section views required for construction, including both electrical and mechanical disciplines. Contract documents should be submitted to the City and MMSD for review, at a minimum, at the 60%, and 90% completion points. The 60% milestone shall also include a preliminary report detailing recommended improvements.

a. Project plans shall also be submitted to private utility companies with facilities in the project area, at a minimum, at the 60% milestone to identify and resolve potential conflicts.

16. Prepare detailed cost estimate for the final design to be used for bidding. Estimate shall include all cost aspects of the final design, including labor and materials. A paper copy of the cost estimate and an electronic copy, in Microsoft Excel format, shall be submitted for use in bidding.

a. The Consultant may be asked to format their cost estimate using a City template and using City standard bid items. Formatting of the estimate to conform to City standards is considered part of the project scope and will be performed at no extra cost to the City.

17. Provide services through advertising, bidding, and construction of the project. This includes a pre-bid meeting attendance, preparation of any addenda or plan revisions that may be required, and answering any field engineering questions, requirements, or calculations that may arise during construction. It is anticipated that the City or MMSD will perform all construction-phase project management and resident engineering activities, with the Consultant involved with shop drawing reviews, answers RFI’s, etc.

18. Attend and assist the City and MMSD with the pre-construction meeting.

Anticipated Timetable

Proposals shall be submitted to bids@cityofmadison.com by MARCH 30, 2026 at 2:00pm. It is anticipated that the City will select a design firm by APRIL 8, 2026 and shall draft a final scope of service agreement with the selected firm by APRIL 10, 2026. Once City Engineering and the selected design Consultant agree on the contract terms, the contract shall be routed through the City entities responsible for final review and sign-off. These entities include the City Common Council, Board of Public Works, and the Mayor’s Office. It should be anticipated that final contract routing can take approximately two (2) months to complete. City authorization to begin work on the contract cannot be provided until final review and sign-off has been completed by these entities.

Unless mutually agreed otherwise, a preliminary report detailing the recommended improvements shall be submitted by the Consultant on or before AUGUST 28, 2026. After review and approval of the recommendations by the City and MMSD (approximately two (2) weeks), the Consultant shall complete 90% preliminary plans and specifications by OCTOBER 9, 2026. The City and MMSD shall submit comments on 90% preliminary plans and specifications by OCTOBER 30, 2026. Final plans and specifications shall be complete and ready to advertise by approximately NOVEMBER 5, 2026. The Consultant may propose a more detailed and/or alternate schedule.

It is anticipated that the project will be bid as a single-prime contract. Plans and specifications shall be arranged accordingly. Also, the project is NOT anticipated to be funded through a Clean Water Fund Loan from the WDNR.

Project Deliverables

Deliverables shall include the following:

1. A detailed design report for the project. The report shall include all background information, calculations performed, design alternatives evaluated, and the final design recommendations.

Submit an electronic copy of the report in Microsoft Word and Adobe (pdf) format.

2. Detailed plan drawings required for construction. These include detail sheets, site plan sheets, mechanical plan and section drawings, and all electrical drawings required.

3. Detailed specifications to be used for bidding. Unless mutually agreed otherwise, use the City’s standard Advertisement, Instructions to Bidders, General Conditions, and Contract forms.

4. Provide miscellaneous services during bidding and construction, including design-related clarifications for bidders, attendance at pre-bid conference, preparation of addenda and/or plan and specification revisions (if needed), review of submittals and shop drawings, and provide design-related clarifications for construction Contractor that may come up during construction.

5. Provide the City with paper and electronic copies of all contract documents, with the following requirements:

- Electronic copies of all plans shall be supplied in AutoCAD format. Label all layers in the

CAD drawings and include any special files required to view and/or print the plan sheets.

- Provide one (1) electronic copy of the final design plans in Adobe “PDF” format.

- Provide one (1) electronic copy of all specifications in Microsoft Word format.

- Provide one (1) electronic copy of the final project manual in Adobe “PDF” format.

- Provide at least one (1) original paper copy of the plans and specifications, stamped by a

Professional Engineer.

6. Provide a cost estimate for the final design chosen.

- The Consultant may be asked to format their cost estimate using a City template and using City standard bid items. Formatting of the estimate to conform to City standards is considered part of the project scope and will be performed at no extra cost to the City.

7. Prepare and provide all permit applications as required to construct the lift station. (The City shall make said application and pay any permit fees) mailto:bids@cityofmadison.com

Requirements of Submissions

Responses must be in the same sequence and identified with the corresponding question number (Example: Question 1, Question 2, etc.). While there is no page limit, the City requests that the body of the proposal be as concise as possible. The percentage of the total score that each question is worth is listed as [x] in each question.

1. Project Approach, Understanding, & Deliverables. Show how you would organize the project and carry out the work. Briefly summarize the final products you would deliver to the City, including reports, contract documents, etc. Include timelines and milestones for key tasks. [15%]

2. Key Technical Issues. Comment on key technical aspects or components of this pumping station project that is believed to be particularly important to the success of the project. [10%]

3. Qualifications of Firm. Briefly summarize your firm’s qualifications for this type of work, including similar projects completed in the past. Include qualifications for sub-consultants, especially those of the electrical design firm(s) (if outsourced). [15%]

4. Strength of the Project Team. Show the specialized experience and skills of the individuals to be assigned to this project. Indicate exactly which personnel will be performing the required tasks. Include a chart or table showing the anticipated hours from each individual. Attach resumes of the proposed personnel. For past project experience, emphasize the specific responsibilities carried out by the Project Team and each individual. [15%]

Cost Proposal [40%]

Submit a total budget price (or anticipated range of cost) and detailed breakdown for the services to be provided. Show billable rates and estimated hours for the individuals to be involved. Indicate salary multipliers to be used for the project and define the additional expenses that are billed outside of the multiplier. Payment will be made based on actual time and materials, but not to exceed the budgeted price unless mutually agreed between City and the Consultant.

Please submit your cost proposal in a separate file from the rest of your submission.

Local Preference [5%]

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

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

6 HOW TO SUBMIT YOUR PROPOSAL

Proposal Checklist

Submit your Proposal by the Deadline

Submit your proposal by email to City of Madison Purchasing Services by March 30, 2026 at 2:00 PM Central Time.

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

• Include RFP 15016-0-2026-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 15016-0-2026-BP on your proposal and all other communication to the City. For email, include RFP 15016-0-2026-BP in the subject line.

For example, an email subject line could read: RFP 15016-0-2026-BP Planning & Design for Lake Forest Lift Station - REBID Questions.

Required Documents to Submit:

Answers to question in Section 5.7

Required Forms to Submit:

Form B: References

Form C: Vendor Profile

RFP ADDENDUM

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

• You can use the area below to track addendums.

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

Addendum # (if any) Have you read it?

Have you submitted any documents required by the addendum?

Addendum # _______

Addendum # _______ mailto:bids@cityofmadison.com

Format

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

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

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

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

Questions

You can ask questions about the RFP until the deadline for questions of March 10, 2026 at 2:00 PM Central Time.

Email questions to Brian Pittelli at bpittelli@cityofmadison.com. Remember to include RFP 15016-0- 2026-BP in the subject line.

Any questions that are asked in person, over the phone, or on-site visits, and subsequently answered by City staff are considered "off the record" and "unofficial". The only official answers must be submitted through email and answered on the addendum(s).

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 March 30, 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.

No Exceptions from Bidders

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

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

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

Public Records and Trade Secrets

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

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

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

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

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

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

7 RULES FOR THE SELECTION PROCESS

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

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

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

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

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

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

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

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

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

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

• owes the City money

• is in default to the City

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

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

Such bidders may be deemed “not responsible.”

8 LEGAL CONTRACT REQUIREMENTS

Sample Contract

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

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

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

Affirmative Action Requirements for Contractors

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

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

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

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

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

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

The City has a Small Business Enterprise program described here:

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

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

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

Insurance

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

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

Rev. 12/10/2025-posDesignProf (1).docx

City of Madison

CONTRACT FOR PURCHASE OF SERVICES

1. PARTIES.

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

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

2. PURPOSE.

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

3. SCOPE OF SERVICES AND SCHEDULE OF PAYMENTS.

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

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

Attachment B: (name)

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

4. TERM AND EFFECTIVE DATE.

This Contract shall become effective upon execution by the Mayor, (or the Purchasing Agent, if authorized) on behalf of the City of Madison, unless another effective date is specified in the Attachment(s) incorporated in Section 3, however in no case shall work commence before execution by the City of Madison. The term of this Contract shall be complete the sentence using one of the sample clauses below; and the renewal clause only if renewals are part of this contract. Delete the clauses you are NOT using.

from to .

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

months from the date of final signature by the City.

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

months from (insert a hard start date) .

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

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

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

5. CONTRACT PRICE.

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

a total of $ .

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

Other: (specify details here) .

6. BASIS FOR PAYMENT.

A. GENERAL.

(1) The City will pay Contractor for completed and accepted services rendered and any goods or products under this Contract at the Contract Price set forth in Section 5. Such payment shall be full payment for services rendered and for all labor, material, supplies, equipment and incidentals necessary to complete the services. Payment in excess of the total Contract price will not be allowed unless authorized by a formal amendment signed by authorized representatives of both parties.

(2) Payment Schedule: The City will pay the Contractor in accordance with the schedule, if any, set forth in Section

3. Final payment of any balance due the Contractor will be made upon acceptance by the City of the services and any deliverables required by the Contract and upon receipt by the City of documents required to be returned or to be furnished by the Contractor.

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

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

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

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

B. EXTRA SERVICES OR DECREASED SERVICES.

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

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

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

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

7. ASSIGNABILITY/SUBCONTRACTING.

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

8. DESIGNATED REPRESENTATIVE.

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

9. PROSECUTION AND PROGRESS.

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

B. The Contractor shall complete the services under this Contract within the time for completion as specified in the attachment(s) listed in Section 3. The Contractor's services are completed when the City notifies the Contractor in writing that the services are complete and are acceptable. The time for completion shall not be extended because of any delay attributable to the Contractor, but it may be extended by the City in the event of a delay attributable to the City, or in the event of unavoidable delay caused by war, insurrection, natural disaster, or other unexpected event beyond the control of the Contractor. If at any time the Contractor believes that the time for completion of the work should be extended because of unavoidable delay caused by an unexpected event, or because of a delay attributable to the City, the Contractor shall notify the City as soon as possible, but not later than seven (7) calendar days after such an event. Such notice shall include any justification for an extension of time and shall identify the amount of time claimed to be necessary to complete the work.

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

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

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

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

10. EXTRA SERVICES.

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

6. Extra services or decreased services means services which are not different in kind or nature from the services called for in Section 3, but which may increase or decrease the quantity and kind of labor or materials or expense of performing the services. Extra services may not increase the total Contract price set forth in Section 5, unless the Contract is formally amended.

11. NO WAIVER.

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

12. NONDISCRIMINATION.

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