_15061 Bid Document.pdf

CITY OF MADISON

REQUEST FOR BIDS

RFB #: 15061-0-2026-AH

Title: Odana Golf Clubhouse Commissioning Service

City Agency: Engineering

Due Date: Friday, August 7, 2026

2:00 PM CST

REQUEST FOR BIDS RFB # 15061-0-2026-AH

Page i

Table of Contents

1 NOTICE TO BIDDERS

1.1 Summary

1.2 Important Dates

1.3 Format

1.4 Labeling

1.5 Delivery of Bids

1.6 Appendix A: Standard Terms & Conditions

1.7 Appendix B: Sample Contract for Purchase of Services

1.8 Affirmative Action Notice

1.9 Multiple Bids

1.10 City of Madison Contact Information

1.11 Inquiries and Clarifications

1.12 Addenda

1.13 Bid Distribution Networks

1.14 Oral Presentations/Site Visits/Meetings

1.15 Acceptance/Rejection of Bids

1.16 Withdrawal or Revision of Bids

1.17 Non-Material and Material Variances

1.18 Public Records

1.19 Usage Reports

1.20 Partial Award

1.21 Tax Exempt

1.22 Cooperative Purchasing

1.23 Bidders Responsibility

2 DESCRIPTION OF SERVICES/COMMODITIES

2.1 Description

2.2 Minimum Qualifications

2.3 Estimated Project Schedule

2.4 Detailed Scope of Work

3 REQUIRED INFORMATION AND CONTENT OF BIDS

3.1 Forms

Form A: Signature Affidavit

Form B: Receipt of Forms and Submittal Checklist

Form C: Vendor Profile

Form D: Cost Proposal

Form E: References

Appendix A: Standard Terms & Conditions (for submission of bids/in the absence of signed contract)

Appendix B: Sample Contract for Purchase of Services

1 NOTICE TO BIDDERS

1.1 Summary

The City of Madison Engineering (“City”) is soliciting bids from qualified vendors, contractors or service providers for Odana Golf Clubhouse Commissioning Service. Vendors submitting bids (“Bidders”) are required to read this Request for Bids (“RFB”) in its entirety and follow the instructions contained herein.

1.2 Important Dates

Deliver Bids no later than the due time and date indicated below. The City will reject late Bids:

Issue Date:

Site Visit:

Friday, July 24, 2026 N/A

Questions Due Date: Friday, July 31, 2026 Answers Posted Date: Friday, August 3, 2026

Due Date: Friday, August 7, 2026, 2:00 PM CST

1.3 Format

The City will not consider illegible Bids.

Elaborate Bids (i.e., expensive artwork) beyond that sufficient to present a complete and effective Bid, are not necessary or desired.

The City is requesting bids in the following format: Electronic. Electronic versions less than 20MB should be emailed to the address in section 1.5.

Complete and return Forms A through E to City of Madison Purchasing Services by Friday, August 7, 2026, 2:00 PM CST.

1.4 Labeling

All Bids must be clearly labeled:

Bidder’s Name and Address

RFB #: 15061-0-2026-AH

Title: Odana Golf Clubhouse Commissioning Service Due: Friday, August 7, 2026, 2:00 PM CST

All email correspondence must include RFB #15061-0-2026-AH in the subject line.

1.5 Delivery of Bids

Delivery of electronic copy to: via email to bids@cityofmadison.com

Bids must be delivered as instructed. Deliveries to other City departments and/or locations may result in disqualification.

Note: When mailing your response via a third party delivery service, the outside of the packaging MUST be clearly marked with the RFB name and number. This ensures that the bid can be delivered to the correct purchasing agent without having to open the bid.

1.6 Appendix A: Standard Terms & Conditions

Bidders are responsible for reviewing Appendix A, the Standard Terms and Conditions, prior to submission of their bids. Appendix A applies to the submission of bids and in the absence of a signed contract becomes part of the contract terms. Part I of Appendix A provides legal terms relevant only to the submission of bids. Part II of Appendix A provides legal terms that would apply only in the absence of a signed contract.

1.7 Appendix B: Sample Contract for Purchase of Services

Bidders are responsible for reviewing Appendix B, Sample Contract, prior to submission of their bid. A contract in the form of Appendix B will serve as the basis of the contract resulting from this RFP. The resulting contract will control over any different legal terms in this RFP, Appendix A, the proposal, etc. By submitting a proposal, Bidders affirm their willingness to enter into a contract containing the terms found in Appendix B. While the City strives to provide the most appropriate sample contract for this RFP, the City reserves the right to modify the sample form for any resulting contract. The City does not negotiate legal terms prior to award.

1.8 Affirmative Action Notice

If Contractor employs 15 or more employees and does aggregate annual business with the City of $50,000 or more for the calendar year in which the PO and/or Contract is in effect, Contractor shall file, within thirty (30) days from the PO/Contract effective date and BEFORE RELEASE OF PAYMENT, an Affirmative Action Plan designed to ensure that the Contractor provides equal employment opportunity to all and takes affirmative action in its utilization of applicants and employees who are women, minorities and/or persons with disabilities. A sample affirmative action plan, Request for Exemption forms, and instructions are available at: www.cityofmadison.com/civil-rights/contract-compliance/vendors-suppliers/forms or by contacting a Contract Compliance Specialist at the City of Madison Affirmative Action Division at (608) 266-4910. Vendors must register for an account to complete the required forms online, here: https://elam.cityofmadison.com/citizenaccess

Contractor shall also allow maximum feasible opportunity to small business enterprises to compete for any subcontracts entered into pursuant to this PO/Contract.

Job postings: All contractors who employ 15 or more employees (regardless of the dollar amount of this contract or their annual aggregate business with the City) must notify the City of all external job openings at locations in Dane County, Wisconsin, and agree to interview candidates referred by the City or its designated organization. Job posting information is available at: http://www.cityofmadison.com/civil-rights/programs/referrals-and-interviews-for-sustainable-employment-raise-program. Instructions for contractors: http://www.cityofmadison.com/civil-rights/documents/RaISE_Job_Posting_Instructions.pdf

The complete set of Affirmative Action requirements for this purchase can be found in paragraph 20 of Appendix A – Standard Terms and Conditions and, in Section 13 of Appendix B – Sample Contract for Purchase of Services.

1.9 Multiple Bids

Multiple Bids from Bidders are permitted; however, each must fully conform to the requirements for submission. Bidders must sequentially label (e.g., Bid #1, Bid #2) and separately package each Bid.

Bidders may submit alternate pricing schemes without having to submit multiple Bids.

1.10 City of Madison Contact Information

The City of Madison Engineering is the procuring agency:

Bill McMahon City of Madison Engineering WMcMahon@cityofmadison.com

Amy Scanlon City of Madison Engineering AScanlon@cityofmadison.com

The City of Madison Purchasing Services administers the procurement function:

Andy Hargianto Purchasing Services City-County Bldg, Room 407 210 Martin Luther King, Jr. Blvd.

Madison, WI 53703-3346 bids@cityofmadison.com

For questions regarding Affirmative Action Plans please contact:

Contract Compliance Department of Civil Rights City-County Bldg., Room 523 210 Martin Luther King, Jr. Blvd.

Madison, WI 53703

PH: (608) 266-4910

dcr@cityofmadison.com

The City employs spam filtering that occasionally blocks legitimate emails, holding them in ‘quarantine” for four calendar days. The contacts listed in this RFB will acknowledge all emails received. Bidders not receiving acknowledgement within twenty-four hours shall follow-up via phone with specific information identifying the originating email address for message recovery.

1.11 Inquiries and Clarifications

Bidders are to raise any questions they have about the RFB document without delay. Direct all questions, in writing, to the Purchasing Services administrator listed in Section 1.10.

Bidders finding any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFB document shall immediately notify the Buyer and request clarification. In the event that it is necessary to provide additional clarification or revision to the RFB, the City will post addenda – see 1.12 below. Bidders are strongly encouraged to check for addenda regularly.

Bids should be as responsive as possible to the provisions stated herein. Exceptions are not permitted.

The City of Madison reserves the right to disqualify any and all bids that are non-responsive or that include exceptions.

1.12 Addenda

In the event that it is necessary to provide additional clarification or revision to the RFB, the City will post addenda to its Bids distribution websites – see 1.13 below. It is the Bidders responsibility to regularly monitor the websites for any such postings. Bidders must acknowledge the receipt of any addenda on Form B. Failure to retrieve addenda and include their provisions may result in disqualification.

1.13 Bid Distribution Networks

The City of Madison posts all Request for Bids, addenda, tabulations, awards and related announcements on two distribution networks – VendorNet and DemandStar. The aforementioned documents are available exclusively from these websites. It is the Bidders responsibility to regularly monitor the bid distribution network for any such postings. Bidders failure to retrieve such addenda and incorporate their appropriate provisions in their response may result in disqualification. Both sites offer free registration to City Bidders.

State of Wisconsin VendorNet System:

State of Wisconsin and local agencies bid network. Registration is free.

http://vendornet.state.wi.us/vendornet

DemandStar by Onvia: National bid network – Free subscription is available to access Bids from the City of Madison and other Wisconsin agencies, participating in the Wisconsin Association of Public Purchasers (WAPP). A fee is required if subscribing to multiple agencies that are not included in

WAPP.

Bid Opportunities: www.cityofmadison.com/finance/purchasing/bidDemandStar.cfm

Home Page: www.demandstar.com

To Register: https://www.demandstar.com/app/registration

Please note when registering: Pick the Wisconsin Association of Public Procurement (WAPP) to select all current Wisconsin government agencies.

1.14 Oral Presentations/Site Visits/Meetings

Bidders may be asked to attend meetings, make oral presentations, inspect City locations or make their facilities available for a site inspection as part of this RFB process. Such presentations, meetings or site visits will be at the Bidders expense.

1.15 Acceptance/Rejection of Bids

The City reserves the right to accept or reject any or all Bids submitted, in whole or in part, and to waive any informalities or technicalities, which at the City's discretion is determined to be in the best interests of the City. Further, the City makes no representations that a contract will be awarded to any Bidder responding to this request. The City expressly reserves the right to reject any and all Bids responding to this invitation without indicating any reasons for such rejection(s).

The City reserves the right to postpone due dates and openings for its own convenience and to withdraw this solicitation at any time without prior notice.

1.16 Withdrawal or Revision of Bids

Bidders may, without prejudice, withdraw Bids submitted prior to the date and time specified for receipt of Bids by requesting such withdrawal before the due time and date of the submission of Bids. After the due date of submission of Bids, no Bids may be withdrawn for a period of 90 days or as otherwise specified or provided by law. Bidders may modify their Bids at any time prior to opening of Bids.

1.17 Non-Material and Material Variances

The City reserves the right to waive or permit cure of nonmaterial variances in the offer if, in the judgment of the City, it is in the City’s best interest to do so. The determination of materiality is in the sole discretion of the City.

1.18 Public Records

Bidders are hereby notified that all information submitted in response to this RFB may be made available for public inspection according to the Public Records Law of the State of Wisconsin or other applicable public record laws. Information qualifying as a “trade secret”defined in State of Wisconsin Statutesmay be held confidential.

Bidders shall seal separately and clearly identify all information they deem to be “trade secrets,” as defined in the State of Wisconsin Statutes. Do not duplicate or co-mingle information, deemed confidential and sealed, elsewhere in your response.

S. 19.36(5)

(5) TRADE SECRETS. An authority may withhold access to any record or portion of a record containing information qualifying as a trade secret as defined in s. 134.90(1)(c).

s. 134.90(1)(c)

(c) “Trade secret” means information, including a formula, pattern, compilation, program, device, method, technique or process to which all of the following apply:

1. The information derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use.

2. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.

The City cannot ensure that information will not be subject to release if a request is made under applicable public records laws. The City cannot consider the following confidential: a bid in its entirety, price information, or the entire contents of any resulting contract. The City will not provide advance notice to Bidders prior to release of any requested record.

To the extent permitted by such laws, it is the intention of the City to withhold the contents of Bids from public viewuntil such times as competitive or bargaining reasons no longer require non-disclosure, in the City’s opinion. At that time, all Bids will be available for review in accordance with such laws.

1.19 Usage Reports

Annually, the successful Bidders shall furnish to City Purchasing usage reports summarizing the ordering history for each department served during the previous contract year. The report, at a minimum, must include each and every item or service ordered during the period, its total quantities and dollars by item/service and in total. The City reserves the right to request usage reports at any time and request additional information, if required, when reviewing contract activity.

1.20 Partial Award

Unless otherwise noted, it will be assumed that Bidders will accept an order for all or part of the items/services priced.

1.21 Tax Exempt

The City of Madison as a municipality is exempt from payment of federal excise taxes (Registration Number 008-1020421147-08) and State of Wisconsin taxes per Wisconsin statute 77.54(9a). Federal Tax ID #39-6005507. A completed Wisconsin Department of Revenue Form S-211 (R.2-00) can be found on the City website. Our tax-exempt number is ES 42916.

1.22 Cooperative Purchasing

Bidders may choose to extend prices offered on bids to other municipalities. Under Wisconsin Statutes, a municipality is defined as a county; city; village; town; school district; board of school directors; sewer district; drainage district; vocational, technical and adult education district; or any other public or quasi-public corporation, officer, board or other body having the authority to award public contracts. This is known as “cooperative” or “piggyback” purchasing, a practice common amongst units of government. The City is not responsible for any contract resulting from a cooperative purchase using this RFB as a basis;

they are made solely between the bidders and third party unit of government.

1.23 Bidders Responsibility

Bidders shall examine this RFB and shall exercise their judgment as to the nature and scope of the work required. No plea of ignorance concerning conditions or difficulties that exist or may hereafter arise in the execution of the work under the resulting contract, as a consequence of failure to make necessary examinations and investigations, shall be accepted as an excuse for any failure or omission on the part of the Bidders to fulfill the requirements of the resulting contract.

2 DESCRIPTION OF SERVICES/COMMODITIES

2.1 Description

The City of Madison Parks Department intends to build a new clubhouse for the Odana Hills Golf Course, 4635 Odana Road, Madison, WI 53711. The proposed clubhouse will include a year-round space for community and private events, restrooms, kitchen, food & beverage service area, golf service area, and staff & storage areas.

Assume high performance MEP systems including geothermal and solar electric systems. Emergency power may be included in the project. Commissioning scope will include energy modeling for all phases.

Nominal 7,000 square feet, subject to change during programming. Nominal $5M budget, subject to change during programming.

This is a LEEDv5 BD+C: New Construction Project.

Assume Scope Includes Minimum Energy Performance and Optimize Energy Credit Assume Scope Includes Fundamental Commissioning and Verification Assume Scope Includes Enhanced and Monitoring Based Commissioning (Option 1 Path

2) Assume Enhanced Commissioning Option 2 is included. Envelope testing during construction will be provided by the Contractor but directed by Commissioning Authority.

Architect is Aro Eberle Architects, Inc. Engineer is Design Engineers.

2.2 Minimum Qualifications

Provide case studies showing similar types of work previously completed, with the name and address of clients for whom the work was done. Case studies must meet the following qualifications:

Experience at commissioning authority on at least two LEED certified projects with construction budgets of at least $5,000,000.

Experience at energy modeling at least two new construction projects of at least 5,000 sq ft.

2.3 Estimated Project Schedule

Schematic Design: August – October 2026 Design Development: November 2026 – January 2027 Construction/Bidding Documents: February – March 2027 Construction: July 2027 – May 2028 Warranty: June 2028 – May 2029

2.4 Detailed Scope of Work

The Commissioning Authority’s services shall consist of the six (6) phases as described below and shall be performed by the Commissioning Authority as principal.

PHASE I: PRE-DESIGN PHASE (PD)

1. Pre Design Phase has been completed and/or commissioning consulting services are not required.

2. Scope is limited to reviewing Pre-Design information to become familiar with project and if needed, answering questions about the commissioning process/scope from project team members.

PHASE II: SCHEMATIC DESIGN PHASE (SD)

1. Review all pre design and schematic design progress information provided by the City.

2. Assist the City with initial development of the Owner’s Project Requirements. Assist the City with keeping the OPR up to date as the design progresses. The OPR is to include requirements for the exterior enclosure of the building.

3. Develop an energy simulation model of the building and provide simulations of different massing, assemblies and system options, including simple payback analysis. No LEED Baseline modeling is required at this phase. Assume that up to 10 features of the building will be modeled (such as insulation, window properties and placement, lighting targets or HVAC systems).

Relative cost savings between the options will be considered; accuracy related to absolute savings should not be a key focus. The first costs for various options will be provided by either the City or the architectural and engineering consultants.

4.Review building design against ASHRAE 90.1-2019 Section 4.2.1.1 mandatory provisions.

Assist the team with understanding how the mandatory provisions are to be incorporated into the project and what their impacts are likely to be.

5. Attend a Schematic Design Charrette Meeting, organized by the Architect, to develop clear and quantitative sustainability goals that; optimize energy efficiency, promote occupant productivity and health, and promote resource conservation and environmental responsibility. The charrette will be attended by the Architect and various disciplines of the design firm and its consultants.

The sustainable design goal setting session shall be used to develop consensus of the strategies and technologies to be explored during design. The Architect will use COTE Top 10 as a goal setting tool. LEED Scorecards will not be developed at this point.

6. Review the schematic design documents, including the exterior enclosure, and provide comments.

7. The Commissioning Authority shall not proceed beyond Phase II without written authorization from the City’s Designated Representative.

PHASE III: DESIGN DEVELOPMENT PHASE (DD)

1. Review all predesign, schematic design, and design development information provided by the City.

2. Perform focused reviews of the Architect’s drawings and specifications.

3. Meet to review Owner’s Project Requirements (OPR) with the City and Architect.

4. Assist the City and Architect to review the Basis of Design (BOD). Confirm that the BOD addresses exterior enclosures and responds to the OPR.

5. Develop an energy simulation model of the building and provide simulations of different equipment options for the building, including simple and life cycle payback analysis. Assume up to 6 options will be simulated. The equipment costs will be provided by the City or the architectural and engineering consultants. Include a LEED Baseline model to compare options

to. LEED Baseline model to follow Section 4.2.1.1 of ASHRAE Standard 90.1-2019 and Appendix G Table 4.2.1.1. Comparison summary to follow Option 1 for EA Credit: Optimize Energy Performance in the LEED v5 system.

6. Assist Focus on Energy, architectural and engineering consultants with developing energy conservation measures for the building. This could include different equipment options or configurations to improve efficiency. It is assumed that the general systems will be selected prior to this phase. Assist with Focus on Energy with their bundling process. Provide opinion of the number of LEED points associated with each Focus on Energy Bundle and attempt to align energy simulations with Focus on Energy options.

7. Meet and confer with the City and Architect where the engineering design team and the commissioning agent discuss integration issues between equipment, systems and controls to ensure that all responsibilities are clearly described in the Architect’s specifications.

8. Perform focused reviews of the Architect’s drawings and specifications. Confirm that mandatory provisions of 90.1-2019 Section 4.2.1.1 are being met.

9. Review Architect’s Design Development Report. The Architect’s report shall contain a narrative discussion of project goals and priorities developed as part of the charrette including a completed copy of the LEED assessment. The Architect’s report shall contain opportunities and special features for design elements to address incorporating “Green Building” design materials and system(s) into the project design and shall include preliminary cost estimates associated with proposed green building design materials and system(s).

10. Prepare a draft commissioning plan that includes monitoring based commissioning requirements and building envelope testing requirements.

11. Develop draft commissioning specifications for all commissioned equipment that includes monitoring based commissioning requirements and building envelope testing requirements.

12. Meet and confer with City staff, users, and others as required to complete all design approval needs and completion aspects of design development phase.

13. The Commissioning Authority shall not proceed beyond Phase III without written authorization

PHASE IV: CONSTRUCTION DOCUMENTS PHASE (CD) AND BIDDING PHASE

1. Review all construction document information provided by the City.

2. Perform focused reviews of the Architect’s drawings and specifications.

3. Assist the City and Architect with development of the Basis of Design as needed. Review final version.

4. Update the energy simulation model of the final building design to include selected options and document final results of simulations to GBCI for LEED Review, including LEED baseline simulation. Simulations are to use Greenhouse gas emissions and energy cost as the basis of comparison. These simulations will also be the basis for Monitoring-Based Commissioning work during post occupancy.

5. Prepare final commissioning plan that includes monitoring based commissioning and building envelope testing requirements.

6. Prepare final commissioning specifications, including monitoring based commissioning and envelope testing requirements, for all commissioned systems and equipment.

7. Meet and confer with the City and Architect where the engineering design team and the commissioning agent discuss integration issues between equipment, systems and controls to ensure that all responsibilities are clearly described in the Architect’s specifications.

8. Meet and confer with City staff, users, and others as required to complete all design approval needs and completion aspects of construction document phase.

9. Prepare addendum information as needed to answer commissioning related questions.

10. The Commissioning Authority shall not proceed beyond Phase IV without written authorization

PHASE V: CONSTRUCTION PHASE - ADMINISTRATION OF THE CONSTRUCTION CONTRACT

1. Review all construction administration information provided by the City.

2. Coordinate and direct commissioning activities in a logical, sequential, and efficient manner using consistent protocols and forms.

3. Review construction shop drawing submittals in conjunction with Architect reviews.

4. The commissioning agent and City Construction Manager shall work in conjunction to coordinate all testing, inspecting and site specific activities pertaining to commissioning.

5. Review O&M manual documents for compliance with LEED V5 criteria.

6. Review systems manual documentation for compliance with LEED V5 criteria.

7. Plan and conduct commissioning meetings as needed, prepare and distribute minutes.

8. Review requests for information (RFI’s) and change orders for impact on commissioning and Owner’s objectives.

9. Write and distribute commissioning checklists for all applicable equipment. These checklists shall provide static inspections, pre-functional tests, functional tests, and set point adjustments.

10. Perform site visits, as necessary but no more than 12 site visits, per building project, to observe component and system installations. Attend selected construction jobsite meetings.

11. The majority of commissioning meetings during construction are expected to be onsite and the construction project and include the commissioning authority spending time walking the site with contractors and city staff before and after these meetings with a goal of identifying and having a plan to resolve issues before leaving the site.

12. Witness HVAC piping pressure test and flushing, sufficient to be confident that proper procedures were followed.

13. Witness ductwork testing and cleaning, sufficient to be confident that proper procedures were followed.

14. Complete 10% of commissioning checklists for both static and pre-functional testing in parallel to the Contractors. Verify that 100% of the equipment checklists are completed by the Contractors.

15. Document systems start-up by reviewing start-up reports and by selected site observations.

16. Approve air and water systems balancing by spot testing (10%) and by reviewing completed reports.

17. Prepare functional performance test procedures for equipment and systems. Include manual functional testing, energy management control system trending, and may include stand-alone data-logger monitoring.

18. Analyze functional performance trend logs and monitoring data to verify performance.

19. Coordinate, witness, and document manual functional performance tests performed by the installing contractors. Coordinate retesting as necessary and in accordance with the requirements outlined within the commissioning specifications of the contract documents, until satisfactory performance is achieved.

20. Meet and confer with City staff, users, and others as required to complete all approval needs and completion aspects of construction administration phase. Tests on respective HVAC equipment shall be executed, if possible, during both the heating and cooling seasons. However, some overwriting of control values to simulate conditions shall be allowed.

21. Maintain a master deficiency log with internet access and a separate record of functional testing. Report all issues as they occur directly to the General Building Contractor. Provide written reports and test results with recommended actions and deficiency updates.

22. Review equipment warranties to ensure that the building owner’s responsibilities are clearly defined.

23. Confirm the training of the building owner’s operating personnel.

24. Review and approve preparation of the O&M manuals for commissioned equipment.

25. Confirm that Monitoring Based Commissioning procedures identified in the Cx Plan are completed. Review BAS trending to confirm analytics are performing properly.

26. Compile commissioning report. Provide commissioning summary report that includes a list of participants and roles, brief building description, overview of commissioning and testing scope, and a general description of testing and verification methods. For each piece of commissioned equipment, include a disposition of the Commissioning Authority regarding the adequacy of the equipment meeting the specifications, equipment installation, equipment functional performance and efficiency, equipment documentation, and operator training. All outstanding non-compliance items shall be specifically listed with recommendations for improvement.

27. Compile a systems manual that consists of owner objectives (by City), design narrative and basis of design (by Architect), performance matrix, space and use descriptions, single line drawings and schematics for major systems (by Architect), control drawings, sequences of control (by General Building Contractor), table of setpoints and implications when changing them, schedules, instructions for operations of equipment for emergencies, seasonal adjustment, startup and shutdown, instructions for energy savings operations and descriptions of the energy savings strategies in the facility, recommendations for retro-commissioning frequency by equipment type, energy tracking recommendations, and recommended standard trend logs with brief description of what to look for in them.

PHASE VI: POST-CONSTRUCTION PHASE

1. Return to site at the 6th month of normal operation to coordinate and supervise required seasonal of deferred testing and deficiency corrections and provide the final testing documentation for the commissioning report and O&M manuals.

2. Return to the site at the 10th month of the 12-month warranty period and review with the City’s facilities maintenance staff the current building operation and the condition of the outstanding issues related to the original and seasonal commissioning. Interview City staff and identify problems or concerns they have with operating the building as originally intended. Make suggestions for improvements and for recording these changes in the O&M manuals. Identify areas that may come under warranty or under the original construction contract. Assist City staff in developing reports and documents and requests for services to remedy ongoing equipment problems.

3. Return to the site at the 3rd, 6th, 10th and 12th month of the 12-month warranty period Review the operation of data collection systems to meet requirements for Monitoring-Based commissioning protocols. Review monitoring based commissioning trends and analytics. Verify ongoing performance of energy conservation measures and green building strategies.

ALL TASKS OUTLINED IN PHASES I THROUGH VI ABOVE SHALL INCLUDE THE FOLLOWING

1. Make presentations to appropriate groups, and prepare appropriate presentation materials.

2. Meet and confer with City staff and others as needed or requested by the City, to complete all aspects of this project.

3. Meet and confer with the City’s designated Architect as needed or requested by the City, to complete all aspects of this project. The Commissioning Authority shall assist the City’s Architect in documentation efforts, providing all necessary supporting documentation directly related to the Commissioning Authority’s engineering services.

3 REQUIRED INFORMATION AND CONTENT OF BIDS

3.1 Forms

1. Form A – Signature Affidavit

2. Form B – Receipt Forms and Submittal Checklist

3. Form C – Contractor Profile Information

4. Form D – Fee Proposal

5. Form E – References

Rev. 07/28/2016-RFB-FormA-SignatureAffidavit.doc

Form A: Signature Affidavit

RFB #: 15061-0-2026 Odana Golf Clubhouse Commissioning Service

This form must be returned with your response.

In signing Proposals, we certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise take any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit Proposals, that Proposals have been independently arrived at, without collusion with any other Proposers, competitor or potential competitor; that Proposals have not been knowingly disclosed prior to the opening of Proposals to any other Proposers or competitor; that the above statement is accurate under penalty of perjury.

The undersigned, submitting this Proposals, hereby agrees with all the terms, conditions, and specifications required by the City in this Request for Proposals, declares that the attached Proposals and pricing are in conformity therewith, and attests to the truthfulness of all submissions in response to this solicitation.

Proposers shall provide the information requested below. Include the legal name of the Proposers and signature of the person(s) legally authorized to bind the Proposers to a contract.

COMPANY NAME

SIGNATURE DATE

PRINT NAME OF PERSON SIGNING

Rev. 07/28/2016-RFB-FormB-Receipt..doc

Form B: Receipt of Forms and Submittal Checklist

RFB #: 15061-0-2026 Odana Golf Clubhouse Commissioning Service

This form must be returned with your response.

Proposers hereby acknowledge the receipt and/or submittal of the following forms:

Forms Initial to

Acknowledge

SUBMITTAL

Initial to Acknowledge

RECEIPT

Description of Services/Commodities N/A

Form A: Signature Affidavit

Form B: Receipt of Forms and Submittal Checklist

Form C: Vendor Profile

Form D: Cost Proposal

Form E: References

Appendix A: Standard Terms & Conditions N/A

Appendix B: Contract for Purchase of Services N/A

Addendum #

Addendum #

Addendum #

Rev. 07/28/2016-RFB-FormC-VendorProfile.doc

Form C: Vendor Profile

Commissioning Service

This form must be returned with your response.

COMPANY INFORMATION

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

FEIN (If FEIN is not applicable, SSN collected upon award) CONTACT NAME (Able to answer questions about proposal.) TITLE

TELEPHONE NUMBER FAX NUMBER

EMAIL

ADDRESS CITY STATE ZIP

AFFIRMATIVE ACTION CONTACT

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

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

CONTACT NAME TITLE

TELEPHONE NUMBER FAX NUMBER

ORDERS/BILLING CONTACT

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

CONTACT NAME TITLE

TELEPHONE NUMBER FAX NUMBER

LOCAL VENDOR STATUS

The City of Madison has adopted a local preference purchasing policy granting a scoring preference to local suppliers. Only suppliers registered as of the bid’s due date will receive preference. Learn more and register at the City of Madison website.

CHECK ONLY ONE:

Yes, we are a local vendor and have registered on the City of Madison website under the following category: www.cityofmadison.com/business/localPurchasing

No, we are not a local vendor or have not registered.

https://www.cityofmadison.com/civil-rights/contract-compliance/vendors-suppliers http://www.cityofmadison.com/business/localPurchasing

Rev. 07/28/2016-RFB-FormD-CostProposal..doc

Form D: Cost Proposal

Commissioning Service

This form must be returned with your response.

Prepare the fee proposal as all inclusive, not-to-exceed, fixed fees:

• All Inclusive – Covers all direct and indirect necessary expenses including but not limited to;

travel, telephone, copying and other out-of-pocket expenses.

• Not To Exceed – The actual fees shall not exceed the amount specified in fee proposal.

• Fixed Fee – All prices, rates, fees and conditions outlined in the proposal shall remain fixed and valid for the entire length of the contract and any/all renewals.

Any pricing increases or additions must be agreed upon in writing by both parties.

TYPE OF WORK $ Cost

Please enter your price proposal, broken down into phases as outlined under Section 2 of the RFB document.

Phase 1: Pre Design (PD) $

Phase 2: Schematic Design (SD) $

Phase 3: Design Development (DD) $

Phase 4: Construction Document and Bidding (CD & Bidding) $

Phase 5: Administration of Construction Contract (CA) $

Warranty $

Grand Total:

Rev. 06/21/2022-RFB-FormE-References.doc

Form E: References

Commissioning Service

This form must be returned with your response.

Please list three references that are NOT from the City of Madison. If you wish to highlight any additional work experience for the City of Madison, please list it on a separate page.

REFERENCE #1 – CLIENT INFORMATION

COMPANY NAME CONTACT NAME

ADDRESS CITY STATE ZIP

TELEPHONE NUMBER FAX NUMBER

EMAIL

CONTRACT PERIOD YEAR COMPLETED TOTAL COST

DESCRIPTION OF THE PERFORMED WORK

REFERENCE #2 – CLIENT INFORMATION

COMPANY NAME CONTACT NAME

ADDRESS CITY STATE ZIP

TELEPHONE NUMBER FAX NUMBER

EMAIL

RFB-FormE-References.doc

REFERENCE #3 – CLIENT INFORMATION

COMPANY NAME CONTACT NAME

ADDRESS CITY STATE ZIP

TELEPHONE NUMBER FAX NUMBER

EMAIL

STC 02.24.2022.docx Page 1

CITY OF MADISON

1. General. Throughout this document, "City of Madison," "City" and "Purchasing" shall be synonymous and mean the City of Madison. The words "bid" and "proposal" are synonymous, as are the words "bidder," "proposer" and "contractor." The phrases "request for proposal," "invitation for bids," "request," "invitation," and "solicitation" shall also be synonymous.

As applied to the winning or selected bidder, the words "bid," "proposal," and "contract" are synonymous.

2. Entire Agreement, Order of Precedence. These standard terms and conditions shall apply to any Purchase Order issued as a result of this Request for Bid/Proposal, except where expressly stated otherwise in the RFP or in a written instrument covering this purchase signed by an authorized representative of the City and the Contractor, in a form approved by the City Attorney (a “Separate Contract”). If such a separate contract is executed it shall constitute the entire agreement and no other terms and conditions, whether oral or written, shall be effective or binding unless expressly agreed to in writing by the City.

If a Separate Contract is not executed, these Standard Terms and Conditions, the City’s request for proposals, the version of the vendor’s bid that was accepted by the City, and the City’s Purchase Order (if any) shall constitute a contract and will be the entire agreement.

Order of Precedence: If there is a conflict between this Section A and any terms in the vendor’s accepted bid or proposal, this Section A shall control unless the parties expressly agree to another order of precedence, in writing. If there is a conflict between this Section A and a Separate Contract, the terms and conditions of the Separate Contract shall control.

I. TERMS FOR SUBMISSION OF BIDS: The following section applies to the bid/selection process only.

3. This invitation for bids does not commit the City to award a contract, pay any costs incurred in preparation of bids, or to procure or contract for services or equipment. The City may require the bidder to participate in negotiation and to submit such additional price or technical or other revisions to his or her bids as may result from negotiation. The bidder shall be responsible for all costs incurred as part of his or her participation in the pre-award process.

The City reserves the right to accept or reject any or all bids submitted, in whole or in part, and to waive any informalities or technicalities which at the City’s discretion are determined to be in the best interests of the City. Further, the City makes no representations that a contract will be awarded to any offeror responding to this request. The City expressly reserves the right to reject any and all bids responding to this invitation without indicating any reasons for such rejections(s).

The City reserves the right to postpone due dates and openings for its own convenience and to withdraw this solicitation at any time without prior notice.

4. Addenda. Changes affecting the specifications will be made by addenda. Changes may include, or result in, a postponement in the bid due date. Bidders are required to complete the Bidder Response Sheet, acknowledging receipt of all parts of the bid, including al l addenda.

5. Price Proposal. All bidders are required to identify the proposed manufacturer and model, and to indicate the proposed delivery time on the attached Proposal Form. Failure to do so may cause the bid to be considered not responsive. If desired, the bidder may include product literature and specifications. The price quoted will remain firm throughout each contract period. Any price increase proposed shall be submitted sixty (60) calendar days prior to subsequent contract periods and shall be limited to fully documented cost increases to the bidder which are demonstrated to be industry-wide.

6. Price Inclusion. The price quoted in any bid shall include all items of labor, materials, tools, equipment, and other costs necessary to ful ly complete the furnishing and delivery of equipment or services pursuant to the specifications attached thereof. Any items omitted from the specifications which are clearly necessary for the completion of the project shall be considered a portion of the specifications although not directly specified or called for in these specifications.

7. Pricing and Discount.

a. Unit prices shown on the bid/proposal or contract shall be the price per unit of sale (e.g., gal., cs., doz., ea., etc.) as stated on the bid/proposal or contract. For any given item, the quantity multiplied by the unit price shall establish the extended price. If an apparent mistake exists in the extended price, the unit price shall govern in the bid/proposal evaluation and contract administration.

b. In determination of award, discounts for early payment will only be considered when all other conditions are equal. Early payment is defined as payment within fifteen (15) days providing the discount terms are deemed favorable. All payment terms must allow the option of Net 30.

8. F.O.B. Destination Freight Prepaid. Bid prices must include all handling, transportation and insurance charges. Failure to bid FOB Destination Freight Prepaid may disqualify your bid.

9. Award.

a. The City will have sole discretion as to the methodology used in making the award. Where none is specified, the award will be made to the lowest responsible bidder in compliance with the specifications and requirements of this solicitation.

b. The right is reserved to make a separate award of each item, group of items or all items, and to make an award in whole or in part, whichever is deemed in the best interest of the City.

10. Responsiveness and Responsibility. Award will be made to the responsible and responsive bidder whose bid is most advantageous to the City with price and other factors considered. For the purposes of this project, responsiveness is defined as the bidder’s conformance to the requirements of the solicitation. Being not responsive includes the failure to furnish information requested.

Responsibility is defined as the bidder’s potential ability to perform successfully under the terms of the proposed contract. Briefly, a responsible bidder has adequate financial resources or the ability to obtain said resources; can comply with required delivery taking into

Appendix A

STC 02.24.2022.docx Page 2 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.

The City reserves the right to refuse to accept any bid from any person, firm or corporation that is in arrears or is in default to the City, or has failed to perform faithfully any previous contract with the City. If requested, the bidder must present within five (5) working days evidence satisfactory to the City of performance ability and possession of necessary facilities, financial resources, adequate insurance, and any other resources required to determine the bidder’s ability to comply with the terms of this solicitation document.

11. Cancellation.

a. The City reserves the right to cancel this bid, in whole or in part, at any time for any reason. The City may, in its sole discretion and without any reason, cancel or terminate any contract or purchase order awarded as a result of this bid, in whole or in part, without penalty, by providing ten (10) days written notice thereof to the contractor.

a. In the event the Bidder shall default in any of the covenants, agreements, commitments, or conditions and any such default shall continue unremedied for a period of ten (10) days after written notice to the Bidder, the City may, at its option and in addition to all other rights and remedies which it may have, terminate the Agreement and all rights of the Bidder under the Agreement.

b. Failure to maintain the required certificates of insurance, permits, licenses and bonds will be cause for contract termination. If the Bidder fails to maintain and keep in force the insurance, if required, the City shall have the right to cancel and terminate the contract without notice.

II. CONDITIONS OF PURCHASE: The following section applies to purchases/contracts after the award. See Paragraphs 1 & 2 for applicability and order of precedence.

12. Specifications.

a. All bidders must be in compliance with all specifications and any drawings provided with this solicitation. Exceptions taken to these specifications must be noted on your bid.

b. When specific manufacturer and model numbers are used, they are to establish a design, type, construction, quality, functional capability and/or performance level desired. When alternates are bid/proposed, they must be identified by manufacturer, stock number, and the bidder/proposer is responsible for providing sufficient information to establish equivalency. The City shall be the sole judge of equivalency. Bidders are cautioned to avoid bidding alternates which do not meet specifications, which may result in rejection of their bid/proposal.

13. Regulatory Compliance.

a. Seller represents and warrants that the goods or services furnished hereunder, including all labels, packages, and container for said goods, comply with all applicable standards, rules and regulations in effect under the requirements of all Federal, State and local laws, rules and regulations as applicable, including the Occupational Safety and Health Act (OSHA), as amended, with respect to design, manufacture or use for their intended purpose of said goods or services. Seller shall furnish Material Safety Data Sheets (MSDS) whenever applicable.

b. If it is determined by the City that such standards are not met, the seller agrees to bear all costs required to meet the minimum standards as stated above for the equipment/products furnished under this contract.

14. Warranty. Unless otherwise specifically stated by the bidder, products shall be warranted against defects by the bidder for ninety (90) days from the date of receipt. If bidder or manufacturer offers warranty that exceeds 90 days, such warranty shall prevail.

15. Ownership of Printing Materials. All artwork, camera-ready copy, negative, dies, photos and similar materials used to produce a printing job shall become the property of the City. Any furnished materials shall remain the property of the City. Failure to meet this requirement will disqualify your bid.

16. Item Return Policy. Bidder will be required to accept return of products ordered in error for up to twenty-one (21) calendar days from date of receipt, with the City paying only the return shipping costs. Indicate in detail on the Bidder Response Sheet, your return policy.

17. Payment Terms and Invoicing. The City will pay properly submitted vendor invoices within thirty (30) days of receipt, providing good and/or services have been delivered, installed (if required), and accepted as specified.

a. Payment shall be considered timely if the payment is mailed, delivered, or transferred within thirty (30) days after receipt of a properly completed invoice, unless the vendor is notified in writing by the agency of a dispute before payment is due.

b. Invoices presented for payment must be submitted in accordance with instructions contained on the purchase order, including reference to purchase order and submittal to the correct address for processing. Invoice payment processing address is shown on the upper middle section of the purchase order. Send invoices to Accounts Payable address on the purchase order. Do not send invoices to Purchasing or ship to address.

c. Bidders, proposers shall…