2-TS-2738 Request for Proposal.pdf

REQUEST FOR PROPOSAL

ON-CALL DIGGERS HOTLINE ASSESSMENT & FIELD MARKING

CONTRACT NO. TS-2738

The Milwaukee Metropolitan Sewerage District (District) invites professional consulting firms who have experience in the use of a Diggers Hotline ticket management platform and the field location of subsurface facilities to submit sealed proposals for professional services relating to Diggers Hotline facility owner responsibilities.

BACKGROUND AND SUMMARY

The District is a participating member of Wisconsin’s One-Call Center--Diggers Hotline and operates a receiving station for tickets responding to planned as well as unanticipated “digging” activities. The District is responsible for assessing the information on the tickets and taking action to protect District facilities, human life, and the environment. A Diggers Hotline Response Matrix is included as Attachment I. This is a comprehensive matrix that includes responsibilities of both the District and the Consultant for all types of Diggers Hotline tickets. The matrix references working days, which are defined as days other than Saturday, Sunday, and legal holidays.

A sample Diggers Hotline ticket and BOSS811 platform output are listed in Attachment H. The Consultant is responsible for abiding by Wisconsin State Statute

182.0175 (FULL LINK: https://docs.legis.wisconsin.gov/statutes/statutes/182/0175)

The scope of services is for on-call professional services to assist the District in completing Diggers Hotline ticket assessments and subsequent field locating/marking of at-risk District facilities, excluding those associated with the District’s Landfill Gas (LFG) Pipeline. The on-call service focuses on weekends and holidays. However, supplemental services may be required during regular work hours, either in the form of direct assistance to District staff or independent operation. There is no guarantee of a minimum number of requests/tickets per week. However, consultant activity over the last year resulted in approximately 112 weekend/holiday assessments and 15 weekend/holiday field markings.

https://docs.legis.wisconsin.gov/statutes/statutes/182/0175 https://docs.legis.wisconsin.gov/statutes/statutes/182/0175

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The District intends to retain a single Consultant to perform the aforementioned professional services. The Consultant shall provide hourly rates for assessment, as well as location and marking activities. If the Consultant wishes to differentiate rates associated with the various activity timeframes, they should be categorized accordingly.

The District intends to structure a two-year contract with the option to negotiate a one-year contractual extension.

The contract Scope of Services is in Attachment A.

GENERAL INFORMATION

Firms wishing to be considered in the consultant selection process must submit an electronic Proposal Package no later than the Closing Time of 11:00 a.m. central time on October 6, 2025. No proposals will be accepted after this date and time.

This District will only accept electronic submissions via our secure online portal in response to this Request for Proposal (RFP). Please see the next section entitled “SUBMISSION INSTRUCTIONS FOR PROPOSERS” on how to submit a proposal.

All proposals shall be written in English. All proposals shall contain concise written material and may contain illustrations. Legibility, clarity and completeness are essential.

All submittals must use 8-1/2” x 11” portrait format but may be supplemented using 8- 1/2” x 11” landscape or 11” x 17” illustrations. The proposed schedule chart and level of effort spreadsheet may be presented on more than one 11” x 17” page if necessary.

Twelve-point font shall be used. Marketing brochures are not allowed.

A complete Proposal Package shall consist of the Qualifications Proposal and the Compensation Proposal.

The Qualifications Proposal shall include the following documents:

• Transmittal Letter (2 page maximum) on company letterhead clearly identifying the firm name, address, and telephone number. The Transmittal Letter shall be signed by a person authorized to submit and sign a proposal and include the name of the person authorized to submit/sign the proposal, their title, telephone number, and e-mail address.

• Project Manager / Key Personnel (6 page maximum)

• Overall Qualifications of Firm / Team (6 page maximum)

• Project Approach (6 page maximum). Two additional pages accepted if scope items are suggested by the proposer beyond those identified in Attachment A, Scope of Services.

• S/W/MBE Involvement (2 page maximum)

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• Local Office Preference (2 page maximum)

• Resumes (1 page maximum per project manager and each key person)

• Non-Discrimination Certification (Attachment B)

• EEO Data Forms (Attachment C)

The Compensation Proposal shall include the following documents:

• A Compensation Spreadsheet (use Attachment G as a template with all labor hours, billing rates, expenses and costs shown.

The District reserves the right to accept or reject any or all proposals and to waive informalities or irregularities in the selection process.

The District will not be liable for any costs incurred by the respondents in replying to this RFP. In addition, the District is not liable for any costs for work or services performed by the selected consultant prior to a written Notice to Proceed.

Requests for further information or questions regarding this Request for Proposal should be addressed only to the Contact Person listed below.

UNAUTHORIZED CONTACT REGARDING THIS REQUEST FOR PROPOSAL WITH

ANY DISTRICT EMPLOYEE MAY RESULT IN DISQUALIFICATION. Any oral communication will be considered unofficial and non-binding. Proposers shall rely only on written addenda issued by the individual listed below.

Nathan Churchill

Procurement Specialist Milwaukee Metropolitan Sewerage District

260 West Seeboth Street Milwaukee, WI 53204-1446 nchurchill@mmsd.com

This RFP is available on the District’s Bonfire Procurement Portal website at https://mmsd.bonfirehub.com, Reference # TS-2738. If it becomes necessary to revise any part of this RFP or otherwise provide additional information, an addendum will be posted on the District’s Bonfire Procurement Portal website at the same location. This website location will no longer be available to the public or proposers after RFP submission period has closed.

The District is a unit of local government obligated to comply with Wisconsin’s Public Records Law, Wisconsin Statutes secs. 19.31 through 19.39. The presumption under the law is that public records shall be open to the public unless there is a clear statutory exception, unless there exists a limitation under the common law, or unless there is an overriding public interest in keeping the public record confidential. As such, proposers should assume that their Proposals will be subject to disclosure under the Public Records Law.

mailto:nchurchill@mmsd.com https://mmsd.bonfirehub.com/

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Proposals will only be accepted from firms authorized to do business in the State of Wisconsin.

SUBMISSION INSTRUCTIONS FOR PROPOSERS

Please follow these instructions to submit via our Public Portal.

1. Prepare your submission materials:

Requested Information

Name Type # Files Requirement

Transmittal Letter File Type: PDF (.pdf) 1 Required

Project Manager / Key Personnel File Type: PDF (.pdf) 1 Required

Overall Qualification of Firm / Team File Type: PDF (.pdf) 1 Required

Project Approach File Type: PDF (.pdf) 1 Required

S/W/MBE Involvement File Type: PDF (.pdf) 1 Required

Local Office Preference File Type: PDF (.pdf) 1 Required

Resumés File Type: PDF (.pdf) 1 Required

Non-Discrimination Certification File Type: PDF (.pdf) 1 Required

EEO Data Form File Type: PDF (.pdf) 1 Required

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Name Type # Files Requirement

Compensation Proposal including Compensation Summary Table and Compensation Spreadsheet

File Type: PDF (.pdf) 1 Required

Please note the type and number of files allowed. The maximum upload file size is 100 MB.

Please do not embed any documents within your uploaded files, as they will not be accessible or evaluated.

All electronic documents submitted in response to this proposal shall not contain file restrictions (e.g. encryption, password protection, special security, or the like) that prevent the District from combining multiple electronic documents into one for records management purposes.

2. Upload your submission at:

https://mmsd.bonfirehub.com/projects/201714/details

Your submission must be uploaded, submitted, and finalized prior to the Closing Time. We strongly recommend that proposers take sufficient time and at least ONE

(1) hour before Closing Time to begin the uploading process and to finalize your submission.

Important Notes:

Each item of Requested Information will only be visible to the District after the

Closing Time.

Uploading large documents may take considerable time, depending on the size of the file(s) and your Internet connection speed.

You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission.

Minimum system requirements: Microsoft Internet Explorer 11, Microsoft Edge, Google Chrome, or Mozilla Firefox. Javascript must be enabled.

Need Help? - Milwaukee Metropolitan Sewerage District uses a Bonfire portal for accepting and evaluating proposals digitally. Please contact Bonfire at https://mmsd.bonfirehub.com/projects/201714/details

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Support@GoBonfire.com for technical questions related to your submission. You can also visit their help forum at https://bonfirehub.zendesk.com/hc

PRE-PROPOSAL PRESENTATION

A pre-proposal presentation will be posted under contract TS-2738 on the District’s public proposal portal (Bonfire) and the District’s Procurement Opportunities web page no later than 10:00 a.m. on September 22, 2025. The purpose of the presentation is to outline the contract scope and convey details about the proposal requirements and expectations. All potential proposers are encouraged to view the presentation at their convenience.

VENDOR ENGAGEMENT AND Q&A MEETING

The District will host a virtual meeting for live vendor engagement and Q&A at 10:00 a.m. on September 22, 2025. All proposers and vendors interested in this contract are encouraged to attend. All attendees must pre-register for this meeting by contacting Nathan Churchill, nchurchill@mmsd.com. Each request will receive a confirmation email with an invite to the virtual meeting.

INTERESTED VENDORS LIST

Potential proposers (primes, subconsultants and service providers) are encouraged to state their interest in this contract. Please email Nathan Churchill, nchurchill@mmsd.com with your company name, contact information (including phone number and email), your expected role (prime, subconsultant or service provider), the type of services you can perform, if you are a registered SWMBE firm and reference this contract TS-2738. The District will compile and maintain a list of businesses interested in this contract. The list will be posted under contract TS-2738 on the District’s public proposal portal (Bonfire).

QUESTIONS

All questions related to this RFP, pre-proposal presentation, and/or interested vendors list must be directed in writing to Nathan Churchill, nchurchill@mmsd.com before 10:00 a.m. on September 29, 2025. Questions directed to other contacts at the District will not be recognized.

SMALL, VETERAN, WOMEN AND MINORITY BUSINESS ENTERPRISE

PARTICIPATION

The District maintains a policy to ensure that certified Small, Veteran, Women, and Minority Business Enterprises (S/W/MBE) offering professional services will be allowed the maximum feasible opportunity to compete for District contracts and subcontracts.

mailto:support@gobonfire.com https://bonfirehub.zendesk.com/hc mailto:nchurchill@mmsd.com

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The S/W/MBE participation goals for this contract (expressed as a percentage of the total contract dollar amount) are 5% for small or veteran-owned business, 2% for women business, and 13% for minority business enterprises. While the individual S/W/MBE goals may present some challenges relative to this opportunity, the District would expect all proposers to work towards achieving an overall 20% minimum S/W/MBE participation. For this project only, one SWMBE firm may fulfill the goal.

SWMBE firms are encouraged to submit as Primes.

The District will recognize certain certification programs for small, women-owned, minority-owned, and veteran-owned businesses. In addition, the District administers a small business enterprise certification program. To be eligible for the District’s SBE certification, a business may not exceed the U.S. Small Business Administration size standard corresponding to its industry classification. Information is available at the District’s website – https://www.mmsd.com/procurement/supplier-diversity

Information on small business enterprise (SBE), minority business enterprise (MBE), women business enterprise (WBE), or veteran-owned business (VOB) certification may be obtained by visiting the District’s website, via the link above, or by contacting Jose Galvan, Supplier Development Specialist, at 414-225-2169 or jgalvan@mmsd.com.

A firm selected by the proposer can only satisfy one of the three categories, unless otherwise specified. The same firm may not, for example, be listed for participation as an MBE organization and an SBE organization even if the level of participation exceeds each category's goal.

Firms wishing to be counted toward S/W/MBE participation must be certified prior to the submittal of the proposal. A proposer intending to use a firm that is not certified should account for the time needed to gain the desired certification before the proposal is submitted.

ONLINE CONTRACT AND VENDOR MANAGEMENT SYSTEM

The District utilizes an online Contract and Vendor Management System (CVMS) to monitor S/W/MBE participation and subcontractor prompt payment compliance.

The prime and subconsultants must be registered in the CVMS system upon notification of award. The prime consultant will be required to use the secure, web-based CVMS to submit monthly project information on progress payments to all subconsultants and S/W/MBE firms. Subconsultants and S/W/MBE firms will be required to verify progress payments in the CVMS system. The prime consultant shall comply with section

66.0135 (Wisconsin Statutes) and make payments to subcontractors within 7 days of receipt of payment by the Consultant from the District.

The prime consultant and all subconsultants are responsible to respond to all payment requests/verifications by the due dates, respond to any requests for information, and to check the CVMS on a regular basis to manage contract information and records.

https://www.mmsd.com/procurement/supplier-diversity mailto:jgalvan@mmsd.com

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Information to access the CVMS will be provided to a designated point of contact with each consultant upon award of the contract. The CVMS can be accessed at the following address: https://mmsd.diversitycompliance.com/.

Estimated time to complete monthly reporting are as follows:

Prime consultant: 15 minutes for prompt payment compliance Subconsultant: 5 minutes for prompt payment verification

Technical Support The District will provide CVMS training to prime and subconsultants upon request.

Vendors will also have access to online and telephone support from the CVMS software vendor and District staff. For more information, please contact Jose Galvan, Supplier Development Specialist, at 414-225-2169 or jgalvan@mmsd.com.

NON-DISCRIMINATION

The District has adopted a Non-Discrimination and Equal Employment Opportunities policy. The following is an excerpt from that policy:

"It is the District’s policy to encourage equal employment opportunity practices on the part of private businesses. Persons seeking to do business with the District are expected to comply with applicable Federal and Wisconsin State laws, regulations and orders relating to equal employment and non-discrimination with regard to employees and subcontractors. To this end, the District shall include equal employment opportunity and non-discrimination requirements as part of the District’s purchasing and contracting procedures."

In accordance with that policy, the District requires that the proposer complete and submit the Certification of Non-Discrimination (Attachment B) and the Equal Employment Opportunity Data form (Attachment C) as an appendix to the Qualifications Proposal.

UNFAIR ADVANTAGE

Per District Administrative Policy 3-78.01, in order to ensure objective contractor performance and eliminate unfair competitive advantage, consultants that develop or draft specifications, requirements, statements of work, or invitations for bids or requests for proposals must be excluded from competing for such procurements.

TERMS AND CONDITIONS

The successful proposer is expected to enter into a contract with the District. A Draft Contract is provided as Attachment D. Proposers must identify all exceptions to the Draft Contract terms and conditions in their Transmittal Letter included with the https://mmsd.diversitycompliance.com/

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Qualifications Proposal. Any exceptions will be considered in proposal evaluation. The successful proposer will also be required to remain a party to a three-party Agreement with Digger’s Hotline and the District governing specific protocols for responding to tickets and field locating and marking. A sample Member Agreement is provided as Attachment E.

INSURANCE

Proposers should be prepared to provide proof of insurance coverage at the levels required by the District. Insurance requirements are set forth in the Draft Contract provided in Attachment D. Proposers must identify within their Transmittal Letter any exceptions to the insurance requirements presented in the Draft Contract.

SELECTION PROCESS AND SCHEDULE

The proposals received in response to this request will be evaluated by a Consultant Selection Advisory Committee (CSAC). The District will not release the names of committee members and requires that proposers direct any questions to the aforementioned District Contact Person. The CSAC will evaluate the qualifications proposals using the proposal evaluation criteria outlined herein (except compensation).

Depending upon the thoroughness of the proposals and because of time constraints, the District may select a consultant based upon the initial proposal submittal. Do not assume there will be an opportunity to submit additional information. Submit your initial proposal as your “best and final offer.”

The District will select a consultant based solely on the proposals received, send written communication to the highest-rated proposer(s) seeking clarification to any part of the proposal(s) deemed necessary, or interview the highest-rated proposer(s). If the District intends to hold interviews, the highest-ranked proposer(s) will be contacted to schedule an interview. Information obtained through written communication or interview will be used to further evaluate the proposal(s). The initial scores awarded for proposal(s) are subject to change based on written communications and interviews, if held.

Compensation Proposals will be opened by the Selection Overview Committee (SOC).

Compensation Proposals of only the highest-rated Qualifications Proposals will be opened. There will be no required number of Compensation Proposals opened. Final selection of the highest-rated proposer will be based on the highest overall proposal score.

Following final selection of the highest rated proposer, a letter will be sent to all proposers informing them of the District’s selection and the date of anticipated District Commission meeting to award the contract. The District will negotiate final contract terms with the highest-rated proposer. Upon successful negotiations, District staff will recommend to the District Commission a contract award. The Contract award recommendation will be the proposer that best complies with the RFP and will be the most advantageous to the District, as indicated by the highest-rated proposal.

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The following is the proposed schedule for this project, including anticipated District timeframes for selection and award:

September 8, 2025 Issue RFP

September 22, 2025 Pre-Proposal Presentation Posted to Bonfire

October 6, 2025 Deadline for Receipt of Proposals

October 13, 2025 Selection by Committee

October 20, 2025 Complete Contract Negotiations

January 1, 2026 Notice to Proceed (NTP)

December 31, 2027 Complete project

PROPOSAL EVALUATION CRITERIA

The following information must be included in each Proposal and will form the basis of the evaluation. The point number is the weight of each criterion. Generally, when scoring proposals, the District will follow the Evaluation Scoring Table presented in Attachment F.

PROJECT MANAGER / KEY PERSONNEL – 30 points

Provide the name and qualifications of the Project Manager (PM) to be assigned to this project. Include the PM’s experience with projects which best illustrate his/her expertise to perform the requested services while meeting project schedules and budgets. For all projects listed, please include the name, phone number, and email address of the owner’s representative in charge of each project.

Provide the identity and qualifications of Key Personnel (both prime and subconsultants) to work on this project. Include the experience of Key Personnel that best illustrates their expertise to perform the requested services.

Provide an organizational chart illustrating the relationship between the PM, QA/QC Coordinator, and Key Personnel. Identify subconsultants in the organizational chart by name, firm, and any S/W/MBE designation.

Provide resumes of PM and Key Personnel only as an appendix to the Qualifications Proposal.

OVERALL QUALIFICATIONS OF FIRM / TEAM – 20 points

Provide a brief description of the overall qualifications of each firm on the project team.

Provide examples (not more than three) of similar projects performed by your team within the last 5 years. The examples should include: the nature of involvement in the

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The presentation of overall qualifications of the firm/team should highlight the following:

• PM/Key Personnel proposed for this contract also worked on the example similar projects requested above.

• Teams that have previously collaborated on similar projects.

• Example projects are well matched to the services requested for this contract.

PROJECT APPROACH – 15 points

The proposed project approach should include the following:

• A brief statement of project understanding.

• A management/technical approach describing the specific methodologies and techniques to perform the tasks outlined in the Scope of Services (Attachment A).

Clearly explain reasons for proposed task additions, modifications, expansions or exceptions.

• Provide sufficient detail so that the proposed project approach can be readily understood. Identify potential alternatives, materials, equipment or technologies which will be considered for the new facility or system. The approach should outline how potential alternatives, materials, equipment or technologies will be evaluated.

• Include a brief summary of the quality control plan that will be used during this project. The plan should include procedures to be used in assuring that the quality of the deliverables meets the District’s criteria and the standard of ordinary professional care.

S/W/MBE PARTICIPATION – 5 points

The Qualifications Proposal shall include a list of S/W/MBE firms proposed to work on this project. The list should include the proposed participation level of each S/W/MBE firm and what services the S/W/MBE firm will perform. The percent participation, the meaningfulness of the involvement, and the capability of each S/W/MBE firm to perform the work will be evaluated under this criterion.

Proposed participation shall be expressed as a percentage of the total contract dollar value. Do not provide the S/W/MBE participation dollar amount(s) or the total contract dollar value in the Qualifications Proposal.

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LOCAL OFFICE PREFERENCE – 5 points

It is a District goal to maximize the local economic impact of the District’s annual operating and capital spending for the benefit of the District’s taxpayers and to take advantage of increased levels of customer service provided by local firms. Firms responding to this RFP shall provide within their proposal the following information concerning their presence in the District’s Sanitary Sewer Service Area (SSSA) - see https://www.mmsd.com/about-us for the SSSA (District Boundary):

• Describe the function of the prime and/or subconsultant’s local office within the overall company. For example, is it the headquarters of the company, is it a regional office, or is it a branch office?

• What services are provided at the local office?

• Provide the total number of employees at the local office.

Provide a summary table that describes the amount of work (based as a percentage of the total contract dollar value) to be performed by each firm on the project team. Provide as many rows as necessary to cover all firms on the proposed team.

The percent participation of the overall team will be evaluated under this criterion.

Notes:

• Staff who are permanently assigned to an office outside the SSSA cannot count towards work performed at a firm’s local office.

• Lab testing services are to be excluded when determining local office participation.

• A firm must have an office that is established at the time the work is performed and is located in the SSSA in order for the hours to count in the column A total.

• P.O. boxes are not considered a proof of address.

• Remote workers located in the SSSA are not considered a local office. They are considered as part of their respective headquarters address.

In the example below, some of the prime consultant’s work will be performed in an office located outside of the District’s SSSA. The proposed participation for each firm shall be expressed as a percentage of the total contract dollar value. Do not provide the participation dollar amount(s) or the total contract dollar value in the Qualifications Proposal.

https://www.mmsd.com/about-us

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Example Local Office Summary Table:

Column A B C

Firm

Of the total contract value on the project, the percent of work performed by staff who are permanently assigned to the “within SSSA” office (based on dollars)

Of the total contract value on the project, the percent of work performed by staff who are permanently assigned to the “outside SSSA” office (based on dollars)

Total percent of all work performed (based on dollars)

(Equal to the sum of columns A + B)

Prime consultant Address

City, State, Zip 50% 15% 65%

Subconsultant 1 Address

City, State, Zip 25% 0% 25%

Subconsultant 2 Address

City, State, Zip 10% 0% 10%

TOTAL

(equal to the sum of the rows above)

85% 15% 100%

Points will be reduced for an incomplete or incorrect table. For more information, please contact Jose Galvan, Supplier Development Specialist, at 414-225-2169 or jgalvan@mmsd.com.

PREVIOUS EXPERIENCE WITH THE DISTRICT – 10 points

Firms who have done business under a prime contract with the District are evaluated annually by District project managers. This evaluation reflects a firm’s performance relative to: 1) quality of work, 2) performance against schedule, and 3) performance against budget. A firm with previous experience will receive the average of all evaluations performed in the past 5 years. If a firm has no previous experience with the District, the firm will receive points based on the average of the firms submitting on the proposal who have a previous experience score with the District.

Note - Firms with previous experience should provide a list of the District projects they have worked on under Overall Qualifications of Firm/Team.

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COMPENSATION REQUIREMENTS – 15 points

All costs shall be shown in U.S. dollars. The compensation proposal shall be Table 1.1:

Rates, Personnel, and Expertise Matrix (see Attachment G). The billable hourly rates must include all costs for labor, overhead and profit.

Compensation Budget Range

The District’s budget range for the Scope of Services defined in Attachment A is $70,000 to $100,000 (including all contingencies, allowances and estimated hours translated to estimated costs). The intent of this budget range is to provide the Consultant a general level of compensation the District believes is appropriate.

If the consultant’s proposed compensation is outside the budget range, the consultant may request the District adjust the budget range prior to the proposal due date.

Requests for a budget range adjustment must be submitted in writing to the District’s Procurement Specialist assigned to this contract at least 5 business days prior to the proposal due date for an adjustment to be considered. Such requests must include explanation for the request. If, upon review, the District agrees to adjust the budget range, an addendum will be issued prior to the proposal due date.

The consultant may submit a cost proposal outside of the budget range, but must give detailed information and explanation as to why the proposed compensation is outside of the range. Proposed compensation outside the budget range will be scored relative to the information and explanation received.

Any additions, deletions, or clarifications to the Scope of Services must be identified separately from the “base” proposal.

The District standard contract is based on a Fixed Hourly Rate Plus Expenses Not To Exceed Contract, except where the contract is for “on-call” services. A sample contract is available for review (see Attachment D).

ATTACHMENT A

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SCOPE OF SERVICES

The Consultant shall have sole responsibility for all necessary labor as well as direct and indirect costs required to complete the professional services in accordance with the scope defined herein for the On-Call Diggers Hotline Assessment & Field Marking.

The work shall be performed in strict accordance with policies and procedures of the Milwaukee Metropolitan Sewerage District (District). The Consultant shall be responsible for and will deliver to the District within the schedule established for Contract No. TS-2738 the deliverables listed in Appendix A attached hereto.

Deliverables of the District to the Consultant are listed in Appendix B.

The Scope of the services to be provided by the Consultant is based upon the estimated professional work necessary to perform the required tasks as described in Attachment A.

RESPONSIBILITIES OF THE CONSULTANT

The Consultant shall be responsible for the professional quality, technical accuracy, clarity, and completeness of the assessments and field marking completed for the District.

The Consultant shall provide all services and equipment necessary to accomplish the following tasks. The tasks are listed here, and more fully described in the following text:

1. Consultant Team Management

2. Weekend and Holiday Assessment and Field Marking of Diggers

Hotline Emergency and Priority 1 Relocate Tickets

3. Supplementary Field Marking of Diggers Hotline Tickets during Normal

Work Hours

4. Survey

5. Utilization of an account of BOSS811 Diggers Hotline ticket management and locate solution software

A. CONSULTANT TEAM MANAGEMENT

1. Provide Consultant Team Management Services under the direction of a Consultant Project Manager, who will have overall responsibility for coordination, management, and reporting of the Consultant Team activities to the District’s Project Manager. Consultant Team Management Services at a minimum will include the following:

Provide monthly invoices and reports to the District in the format shown in Appendix C.

Coordinate the work in progress with the District project manager.

As needed, the District project manager will contact appropriate District personnel to provide interpretation of general District concerns.

2. The Consultant has the ultimate responsibility that the work as outlined in this proposal will be completed within the schedule agreed to and satisfies the conditions of the Contract.

B. WEEKEND AND HOLIDAY ASSESSMENT AND FIELD MARKING OF

DIGGERS HOTLINE EMERGENCY AND PRIORITY RELOCATE

TICKETS

During the hours of 4:00 p.m. Friday through 6:00 p.m. Sunday and during the hours of 4:00 p.m. of the preceding day through 6:00 p.m. on the holidays identified on the list below, the Consultant will be responsible for assessing all emergency and priority relocate (crew on site) Diggers Hotline marking requests on behalf of the District.

2026 HOLIDAYS

January 1 May 25 July 3

September 7 November 11

November 26-27 December 24 December 25 December 31

2027 HOLIDAYS

January 1 May 31 July 5

September 6 November 11

November 25-26 December 23-24

December 31

The Consultant will provide the District a designated phone number and email address for Diggers Hotline to transmit all weekend/holiday tickets. The designated phone number will allow Diggers Hotline to notify the Consultant of a pending emergency marking request. The Consultant must allow a minimum of a 72-hour notice to Diggers Hotline in the event of any changes to contact information. Upon receipt of an emergency marking request email/phone call from Diggers Hotline, the Consultant will review the corresponding ticket in BOS811 software solution, follow MMSD’s Diggers Hotline SOP steps and assess its need to be marked based on the emergency’s impact on District facilities. If the assessment concludes that field marking is necessary, the Consultant will field locate all affected District facilities within the area specified in the Diggers Hotline ticket’s marking instructions and within the applicable time limit of the ticket’s start date. The Consultant will record ticket response in BOSS811 solution. District facilities to be marked include, but are not limited to:

Milwaukee Interceptor Sewers (size and centerline) Near Surface Collector Sewers (size and centerline) Inline Sewers (size and centerline) Combined Sewer Outfalls Manholes Diversion and Junction Chambers Bypass Structures Monitoring Stations Electrical Conduits between monitoring stations and major structures

Landfill Gas Pipeline facilities are not included under this agreement.

Field marking shall be done in accordance with specifications as defined in Wisconsin State Statute 182.0175. Digital photographs shall be taken to provide sufficient visual documentation of the marking event and added to ticket using the BOSS811 solution.

The Consultant shall provide all necessary field marking supplies, including, but not limited to marking paint, tape, and lathe, observing the color scheme as defined in Wisconsin State Statute 182.0175 and shown at the following website: https://www.diggershotline.com/excavators-guide#utility-color-code.

Marking flags with District logo will be provided to the Consultant by the District.

C. SUPPLEMENTARY ASSESSMENT AND FIELD MARKING OF

DIGGERS HOTLINE TICKETS DURING NORMAL WORK HOURS

Depending on the availability of District staff during normal work hours, the Consultant may be contacted to independently assess and/or mark Diggers Hotline tickets or directly assist District staff with field marking. Normal work hours are defined as the period of time beginning at 7:00 a.m. and ending at 4:00p.m. The Consultant will monitor tickets in BOS811 software solution, follow MMSD’s Diggers Hotline SOP steps and assess its need to be marked based on the ticket’s impact on District facilities. If the assessment concludes that field marking is necessary, the Consultant will field locate all affected District facilities within the area specified in the Diggers Hotline ticket’s marking instructions and within the applicable time limit of the ticket’s start date. The Consultant will record ticket response in BOSS811 solution. District facilities to be marked and applicable marking specifications are described previously under Section B.

D. SURVEY

The Consultant shall maintain all necessary survey equipment and transportation in order to locate District facilities in the appropriate datum (Wisconsin State Plane Coordinate Grid, South Zone, North American Datum of 1983, U.S. Survey Feet). Survey equipment shall include a data collector with a background map interface that can support dxf files, shape files and CSV point files of District facilities. All survey activities will be under the supervision of a Professional Land Surveyor licensed to practice in the State of Wisconsin.

E. GEOGRAPHIC INFORMATION SYSTEMS (GIS)

Consultant shall provide all necessary hardware (personal computer, laptop, or tablet) and utilize an appropriate internet browser (Google Chrome, Microsoft Edge, Mozilla Firefox, or Safari) in order to correctly assess Diggers Hotline tickets using BOSS811, the District’s GIS-enabled ticket management and locate solution.

https://www.diggershotline.com/excavators-guide#utility-color-code

RESPONSIBILITIES OF THE DISTRICT

In order that the work contained in this Scope of Services may be completed in an efficient and expeditious manner, the District shall provide the following items or services to the Consultant in accordance with the project schedule at no cost for use in performance of this planning contract:

1. A Project Manager to coordinate District support of project activities.

2. MMSD’s online Diggers Hotline ticket management and locate solution, BOSS811, including administration of user accounts, user access, and software updates.

3. Dxf files/CSV point files of District facilities up to two times annually.

4. Timely reviews of Consultant monthly progress reports.

5. Documentation of relevant Standard Operating Procedures (SOPs) for accessing BOSS811 and related GIS software(s), ticket assessment steps, and back-up processes in the event of connection failures to BOSS811 or District GIS applications.

ATTACHMENT B

ATTACHMENT B

CERTIFICATION OF NON-DISCRIMINATION

The Proposer hereby certifies not to discriminate and to comply with the District’s Non- Discrimination provision of this Request for Proposal. The District's Commission Policy on Non-Discrimination requires compliance with applicable Federal and Wisconsin state laws, regulations and orders relating to equal employment opportunity and non-discrimination.

Proposer

Signature

Title

Date

Submit this form your Proposal

ATTACHMENT C

ATTACHMENT C

Equal Employment Opportunity Data It is the District’s policy to encourage equal employment opportunity practices on the part of its suppliers of goods and services. Please use this form to provide employment data for your firm.

Number of Employees (Report employees in only one category)

Race/Ethnicity Male Female

Asian

Black or African American

Hispanic or Latino

Native American

Other

White

Total

Local Market Availability State the percent of minorities and females that are available in the labor market from which you draw your workforce. These figures may be obtained from your local Job Service, State Labor Department, or the U.S. Census Bureau.

The labor market availability figures for the Milwaukee-Waukesha Primary Metropolitan Statistical Area (PMSA) are: Minorities 26%, Females 48%.1

Local Market Availability: Minorities % Females %

Firm Name

Address

City/State/Zip

Contact Person

E-mail Address

For questions regarding this form, please contact the District’s Supplier Development team at swmbe@mmsd.com

1 Source: EEO Tabulation 2014-2018 (American Community Survey data)

Submit this form with your Proposal.

mailto:swmbe@mmsd.com

ATTACHMENT D

DRAFT CONTRACT

[Note to RFP Proposers: The following document is a template. Actual terms and conditions will vary, and will depend on the scope of services, selection of consultant and any agreements regarding price and payment. Exceptions to these terms and conditions should be communicated at the time of proposal and will be considered in proposal evaluation.]

Consultant Agreement Title and Contract Number

This [Title] Agreement is made between the Milwaukee Metropolitan Sewerage District (District), with its principal place of business at 260 West Seeboth Street, Milwaukee, Wisconsin 53204, and [Name] (Consultant), with its principal place of business at [address].

1. Date of Agreement This Agreement will become effective on the date when signed by both parties and will terminate on Month, Day, Year.

2. Services to be Performed [Insert description of the project and the work to be performed. If not lengthy, put the scope of services here; if lengthy, incorporate a Scope of Services document.] Consultant shall not perform any additional services unless authorized in writing by an amendment to this Agreement.

3. Payment In consideration for the services to be performed by Consultant, the District agrees to pay Consultant an amount not to exceed $_________ (including expenses) according to the terms set forth herein. Consultant shall bill the District at the following fully-loaded hourly rates for each professional listed below. Professionals not listed shall be billed at the hourly rate listed for a professional of equivalent education and expertise. No additional overhead or multiplier shall be allowed.

Services shall be billed at no higher than the following hourly rates for the individual listed.

Billing rates may be increased annually via Change Order, beginning on March 1, 20__, however the rate increase may not exceed the increase in the Consumer Price Index for All Urban Consumers for Midwest – Size B/C for the immediately previous December to December period.

Name Hourly Rate

4. Terms of Payment Consultant shall submit an invoice to the District no more often than monthly for the work performed during the previous month. The invoice should include: an invoice number, the dates covered by the invoice, [expenses], the hours expended and a summary of the work performed.

District shall pay Consultant’s invoice within 30 days after receiving the invoice.

To expedite the payment of invoices under this Contract, all invoices shall be sent [through the District’s Trimble Unity Construct software.] [to apinvoice@mmsd.com with a copy to the Project Manager.]

5. Expenses Consultant will be reimbursed its actual, reasonable expenses for travel out of the District’s service area, copying, and document production. Local travel, telephone, computer/software charges, administrative services, and the like shall not be separately reimbursed.

Consultant shall submit an itemized statement of Consultant’s expenses along with the invoice specified in 4. Terms of Payment above. The District shall pay Consultant’s expenses within 30 days after receiving the statement.

OR

Consultant shall be responsible for all its expenses incurred while performing services under this Agreement.

OR

Consultant shall be responsible for expenses incurred while performing services under this Agreement. The District shall reimburse Consultant for pre-approved travel expenses including airfare, hotel, mileage, meals and incidental travel expenses.

OR

Consultant will be reimbursed its actual, reasonable expenses for travel, telephone, facsimile charges, and administrative charges. Airfare shall be reimbursed for coach class only; the Consultant agrees, to the extent practical, to book passage early enough to obtain available discounts. Stays at hotels, and the like, should be coordinated through the District to assure, to the extent practical, that government lodging rates are obtained when available, and that exemptions from state or local taxes are recognized. Actually incurred meal expenses shall be reimbursed in an amount not to exceed $50/day; no expenses for alcohol beverages are reimbursable. The District shall reimburse Consultant for approved personal automobile mileage expenses at the current IRS mileage rate.

6. Materials Consultant shall furnish all materials, equipment, and supplies used to provide the services required by this Agreement.

7. Independent Contractor Status Consultant is an independent contractor, not District’s employee. Consultant’s employees and contract personnel are not District’s employees.

mailto:apinvoice@mmsd.com

8. Intellectual Property Ownership Consultant assigns to the District all patent, copyright, trademark, and trade secret rights (Intellectual Property) in anything created or developed by Consultant specifically for the District under this Agreement. Consultant shall help prepare any papers that the District considers necessary to secure any patents, copyrights, trademarks, or other proprietary rights at no charge to the District. However, the District shall reimburse Consultant for reasonable out-of-pocket expenses incurred.

Consultant must obtain written assurances from Consultant’s employees and contract personnel that they agree with this assignment.

Consultant shall not use any of the Intellectual Property for the benefit of any other party without the District’s prior written permission.

To the extent the work product prepared under this Contract incorporates Intellectual Property owned by the Consultant or licensed to the Consultant with a right to sublicense, the Consultant shall retain any and all rights Consultant may have in its intellectual property. Consultant hereby grants the District an unrestricted, nonexclusive, perpetual, fully paid, worldwide license to use and sublicense use of Consultant’s intellectual property, as incorporated into the work product prepared under this Contract, for the District’s purposes.

9. Confidentiality Consultant will not disclose or use, either during or after the term of this Agreement, any proprietary or confidential information of District without District’s prior written permission except to the extent necessary to perform services on Consultant’s behalf.

Proprietary or confidential information includes:

• the written, printed, graphic or electronically recorded materials furnished by or generated for the District for Consultant to use;

• strategic plans, customer lists, operating procedures, trade secrets, design formulas, know-how and processes, computer programs and inventories, discoveries and improvements of any kind; and

• information belonging to customers and suppliers of District, including but not limited to software, computer code and other information technology, about whom Consultant gained knowledge as a result of Consultant’s services to District.

Consultant shall not be restricted in using any material which is publicly available, already in Consultant’s possession or known to Consultant without restriction, or which is rightfully obtained by Consultant from sources other than District.

10. Business Permits, Certificates, and Licenses Consultant shall comply with all federal, state, and local laws requiring business permits, certificates and licenses required to carry out the services to be performed under this Agreement.

11. State and Federal Taxes District will not (1) withhold FICA (Social Security and Medicare taxes) from Consultant’s payments or make FICA payments on Consultant’s behalf; (2) make state or federal unemployment compensation contributions on Consultant’s behalf; or (3) withhold state or federal income tax from Consultant’s payments.

Consultant shall pay all taxes incurred while performing services under this Agreement--including all applicable income taxes and, if Consultant is not a corporation, self-employment (Social Security) taxes. Upon demand, Consultant shall provide District with proof that such payments have been made.

12. Fringe Benefits Consultant understands that neither Consultant nor Consultant’s employees or contract personnel are eligible to participate in any employee pension, health, vacation pay, sick pay or other fringe benefit plan of District.

13. Worker’s Compensation District shall not obtain worker’s compensation insurance on behalf of Consultant or Consultant’s employees. If Consultant hires employees to perform any work under this Agreement, Consultant will cover them with worker’s compensation insurance and provide District with a certificate of worker’s compensation insurance before the employees begin the work.

14. Unemployment Compensation District shall make no state or federal unemployment compensation payments on behalf of Consultant or Consultant’s employees or contract personnel. Consultant will not be entitled to these benefits in connection with work performed under this Agreement.

15. Insurance Every consultant and all parties furnishing services or product to the District must provide the District with evidence of the following minimum insurance requirements. In no way do these minimum requirements limit the liability assumed elsewhere in the contract. All consultants shall, at their sole expense, maintain the following insurance:

A. Commercial General Liability Insurance including contractual coverage:

The limits of this insurance for bodily injury and property damage combined shall be at least:

Each Occurrence Limit $1,000,000 General Aggregate Limit $2,000,000 Products-Completed Operations Limit $2,000,000 Personal and Advertising injury Limit $1,000,000

No exclusions for explosion, collapse, or underground are permissible. Coverage shall be primary and non-contributory. (Additional Insured CG2010 endorsement or equivalent).

B. Business Automobile Liability Insurance:

Should the performance of this Agreement involve the use of automobiles, Consultant shall provide comprehensive automobile insurance covering the ownership, operation, and maintenance of all owned, non-owned and hired motor vehicles. Consultant shall maintain limits of at least $1,000,000 per occurrence for bodily injury and property damage combined.

C. Worker’s Compensation Insurance:

Consultant must provide worker’s compensation insurance as required by Wisconsin statute and employer’s liability insurance with limits not less than $100,000 for each accident, $100,000 disease – each employee, $500,000 disease – policy limit,…