2-W98007P01 Request for Proposal.pdf

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REQUEST FOR PROPOSAL

Planning Services – Culvert Condition Assessment

CONTRACT NO. W98007P01

The Milwaukee Metropolitan Sewerage District (District) invites engineering consulting firms who have experience with culvert pipe condition assessment to submit sealed proposals for engineering services for Planning Services – Culvert Condition Assessment.

BACKGROUND AND SUMMARY

The purpose of this project is to evaluate and assign condition scores to the District's culvert infrastructure. Currently, the District possesses approximately 65,000 linear feet of video footage documenting its culvert systems. Although the videos were not conducted in compliance with NASSCO standards, condition scores are essential to facilitate the assessment and maintenance planning of these culverts. The materials used in the culverts include cast-in-place (CIP) concrete, reinforced concrete pipe (RCP), and corrugated metal.

Additionally, the District has approximately 4,730 linear feet of culvert assets that have not yet been televised. To ensure comprehensive condition assessments, the District seeks to determine the most effective approach for evaluating these untelevised culverts. The ultimate goal is to perform NASSCO PACP-compliant condition assessments for all culvert assets.

The general scope of services for this contract includes:

• Engineering evaluations as outlined in the scope of services.

• Evaluations and recommendations summarized in technical memorandum

The overall contract includes the following major tasks:

A. Project Management B. Planning Services

The contract Scope of Services is in Attachment A.

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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 10:00 a.m. central time on November 13, 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 (1 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 (4 page maximum)

• Overall Qualifications of Firm / Team (4 page maximum)

• Project Approach (3 page maximum).

• Schedule

• Level of Effort Spreadsheet (use Attachment D as a template, labor hours only, without billing rates, expenses or costs shown)

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

• Local Office Preference (2 page maximum)

• Resumes (2 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 Summary Table

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

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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 e-mail: nchurchill@mmsd.com

This RFP is available on the District’s Bonfire Procurement Portal website at https://mmsd.bonfirehub.com, Reference # W98007P01. 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.

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:

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

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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

Schedule File Type: PDF (.pdf) 1 Required

Level of Effort Spreadsheet

(Attachment D – without billing rates, expenses or costs)

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

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.

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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/206078/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 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 W98007P01 on the District’s public proposal portal (Bonfire) and the District’s Procurement Opportunities web page no later than 2:00 p.m. on October 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.

https://mmsd.bonfirehub.com/projects/206078/details mailto:support@gobonfire.com https://bonfirehub.zendesk.com/hc

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VENDOR ENGAGEMENT AND Q&A MEETING

The District will host a virtual meeting for live vendor engagement and Q&A at 3:00 p.m.

on October 27, 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 W98007P01. The District will compile and maintain a list of businesses interested in this contract. The list will be posted under contract W98007P01 on the District’s public proposal portal (Bonfire).

QUESTIONS

All questions related to this RFP, pre-proposal presentation, or interested vendors list must be directed in writing to Nathan Churchill, nchurchill@mmsd.com before 10:00 a.m. on November 10, 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.

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.

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

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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 Robert Williams, Supplier Development Specialist, at 414-225-2083 or rwilliams@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.

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 mailto:rwilliams@mmsd.com https://mmsd.diversitycompliance.com/

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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 Robert Williams, Supplier Development Specialist, at 414-225-2083 or rwilliams@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 E. Proposers must identify all exceptions to the Draft Contract terms and conditions in their Transmittal Letter included with the Qualifications Proposal. Any exceptions will be considered in proposal evaluation.

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 E. Proposers must identify within their Transmittal Letter any exceptions to the insurance requirements presented in the Draft Contract. Any proposed exceptions will be considered in proposal evaluation.

mailto:rwilliams@mmsd.com

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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.

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

October 10, 2025 Issue RFP

October 22, 2025 Pre-Proposal Presentation Posted

October 27, 2025 Vendor Q&A Online Session

November 13, 2025 Deadline for Receipt of Proposals

November 26, 2025 Selection by Committee

December 12, 2025 Complete Contract Negotiations

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January 5, 2026 Notice to Proceed (NTP)

2 weeks after NTP Workshop 1 / Kickoff Meeting

25 weeks after NTP Workshop 2

27 weeks after NTP Submit Final TM

28 weeks after NTP 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.

Firms/teams should provide a list of the District projects they have worked on.

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 project; any special environmental, technical or political challenges involved in the project; how the challenges were addressed; implementation of sustainable principles and practices; the name and phone number of the owner's representative in charge of the project; the consultant contract amount for the project; the construction cost; and when the project was performed.

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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 – 10 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).

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

• Provide sufficient detail so that the proposed project approach can be readily understood.

• A proposed Level of Effort Spreadsheet using Attachment D as a template. For this purpose, only fill in the “Labor Hours” columns and leave all cost and expense columns blank. The Level of Effort Spreadsheet should include:

- A listing of all major tasks corresponding to the template provided by the District.

- Proposed hours for all project personnel (including subconsultant personnel) by task including QA/QC effort.

- Task additions or modifications should be clearly delineated on the spreadsheet as separate tasks. Additions or modifications of tasks should not be included as part of the effort to meet the requested Scope of Services.

‒ The District will closely scrutinize the proposed level of effort portion of the proposal. It is crucial that proposers submit proposals that contain ample time and effort to perform the work described under this RFP to a thorough and detailed level. If the District believes that proposers have not submitted adequate time and effort, proposers will be significantly penalized in terms of points received.

‒ The proposer must list and describe all assumptions used in developing the level of effort document. All assumptions related to the proposed level of effort must be communicated in the Qualifications Proposal within the Project Approach.

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• A detailed schedule for all tasks. The proposed schedule should meet the timeline set forth in the RFP. The schedule should highlight key milestones. Describe any concerns in meeting the schedule, and if the proposer believes the schedule can be shortened, describe how this might be done.

• 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 – 10 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.

If this request for proposal includes defined allowances/contingencies (see Compensation Requirements criterion below), the proposer must provide the percent S/W/MBE participation with and without the allowances/contingencies. Proposers should strive to achieve a minimum of 20% S/W/MBE participation with and without the allowances/contingencies.

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.

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

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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.

• 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.

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%

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Points will be reduced for an incomplete or incorrect table. For more information, please contact Robert Williams, Supplier Development Specialist, at 414-225-2083.

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.

COMPENSATION REQUIREMENTS – 10 points

All costs shall be shown in U.S. dollars. The Compensation Proposal shall include the following to complete the Scope of Services as identified in Attachment A.

• A Compensation Summary Table showing the total costs associated within the proposal by the prime firm and all subconsultants/subcontractors, along with the percentage of participation of the prime and each subconsultant/subcontractor based on the proposed total contract dollar amount. The grand total dollar amount shall be clearly indicated.

Example Compensation Summary Table:

Firm Labor Expenses Total

Percent of All Work Performed

(based on contract dollar value)

Firm A (prime) $148,000 $2,000 $150,000 75.0%

Firm B (subconsultant)

$29,500 $500 $30,000 15.0%

Firm C (subconsultant)

$11,500 $500 $12,000 6.0%

Firm D (subconsultant)

$8,000 $0 $8,000 4.0%

TOTAL $197,000 $3,000 $200,000 100%

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• Compensation Spreadsheet using Attachment D as a template. The Compensation Spreadsheet should include:

- A listing of all major tasks corresponding to the template provided by the

District.

- Proposed hours (level of effort) and fully-loaded hourly billing rates for all project personnel (including subconsultant personnel) by task. Hourly billing rates should include firm overhead, such as office space, insurance, training, computer resources, software and technology, telephone, equipment, office supplies, and the like. Please review the draft contract (Attachment E) for more information on reimbursable expenses.

- Identification of subconsultant's involvement by task.

- Task additions or modifications should be clearly delineated on the spreadsheet as separate tasks. Additions or modifications of tasks should not be included as part of effort to meet the requested Scope of Services.

• The Compensation Proposal shall specifically identify and highlight expense items the proposer intends to seek reimbursement for (versus covered in overhead). The cost proposal should include an estimate of reimbursable expenses by task. The District will not reimburse for specific items that are not identified in the Compensation Proposal. Travel and software expenses shall be reimbursed only if specifically included in the Compensation Proposal. District contracts for engineering services do not allow consultants to mark-up reimbursable expenses.

• The District will compensate the Consultant for reasonable administrative costs required to prepare Contract Change Orders throughout the course of the Contract on a per Change Order basis. The Consultant should not include costs for preparing Change Orders in their Compensation Proposal.

Compensation Budget Range

The District’s budget range for the Scope of Services defined in Attachment A is $90,000 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

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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 E).

ATTACHMENT A

SCOPE OF SERVICES

The Consultant is responsible for providing all necessary resources to complete the work described in the Scope of Services defined herein. The work shall be performed in strict accordance with the policies and procedures of the Milwaukee Metropolitan Sewerage District (District).

The Consultant has the ultimate responsibility that the work, as outlined in this scope of services, will be completed within the agreed upon schedule and satisfy the conditions of the Contract.

PROJECT DESCRIPTION

The purpose of this project is to evaluate and assign condition scores to the District's culvert infrastructure. Currently, the District possesses approximately 65,000 linear feet of video footage documenting its culvert systems. Although the videos were not conducted in compliance with NASSCO standards, condition scores are essential to facilitate the assessment and maintenance planning of these culverts. The materials used in the culverts include cast-in-place (CIP) concrete, reinforced concrete pipe (RCP), and corrugated metal.

Additionally, the District has approximately 4,730 linear feet of culvert assets that have not yet been televised. To ensure comprehensive condition assessments, the District seeks to determine the most effective approach for evaluating these untelevised culverts. The ultimate goal is to perform NASSCO PACP-compliant condition assessments for all culvert assets.

RESPONSIBILITIES OF THE CONSULTANT

The Consultant shall be responsible for the professional quality, technical accuracy, clarity, and completeness of all work required under this contract. The Consultant shall perform all work required by this contract under the direction of a Professional Engineer registered in the State of Wisconsin.

The Scope of Services shall include the tasks listed below under the following sections:

A. Project Management B. Planning Services

Deliverables from the Consultant to the District are listed in Appendix A.

A. PROJECT MANAGEMENT

Provide Consultant team management services under the direction of a Consultant Project Manager (PM) who shall have overall responsibility for coordination, management, and reporting of the Consultant Team activities to the District's PM.

Consultant team management services, at a minimum, will include the following:

1. Project Kickoff Meeting - Coordinate, prepare for, and attend one initial project kick-off meeting to be conducted virtually and attended by appropriate District and Consultant team members. Consultant staff in attendance shall include the Consultant PM and all key personnel. The purpose of the meeting will be for staffs to meet and to discuss general topics including: project goals, procedures, issues, schedule, information needs, communication, and coordination with District staff. The kick-off meeting will be part of Workshop 1.

2. Project Schedule - Prior to the kick-off meeting, prepare and submit a project schedule including key milestones within two weeks after notice to proceed using a bar chart format so that project progress can be monitored. The overall schedule shall be in the form of a time-scaled format and shall show the work activities, including sequences of performance and interdependency. Each activity shall be labeled with a complete description and the estimated duration in days. An activity is defined as a time or resource-consuming element of work. The activities selected for inclusion in the overall schedule shall be discrete. When necessary, discrete activities shall be subdivided into smaller discrete activities so that the dependency relationships may be shown. The level of detail shall be sufficient to enable the District to determine that the project has been adequately planned and to facilitate the determination of the real progress as the work is performed.

3. Monthly Status Reports - Provide monthly reports consisting of a summary of contract status, progress, schedule, cost and deliverables. The reports shall identify project constraints and issues that may affect the contract budget or schedule. Reports shall identify all potential and known contract change orders.

The reports shall include a list of all contract deliverables, updated monthly with the status and actual submittal date for each item. Submit Monthly Status Reports in the format shown in Appendix C.

4. Contract Management System

4.1. The Consultant shall enter all payment applications, contract changes and submit all deliverables electronically using the District’s web-based contract management system (e-Builder). The payment application, contract change, and deliverable review and disposition process shall be managed within this web-based system, allowing access to status and disposition by Consultant and District Project Manager at any time. Following Contract award, the Consultant may choose to attend contract management system training furnished by the District.

4.2. All draft memorandum submittals shall be in Microsoft Word format.

Attachments or appendices may be in Adobe pdf format. The final version of the memorandum shall be in Adobe pdf format with appendices compiled within the file.

4.3. The District’s web-based contract management system will be used to transfer documents and background information such as drawings and reports.

5. Meetings and Workshops

All meetings and workshops listed below are required, in addition to progress meetings. Workshops or meetings shall not be combined or cancelled without the approval of the District PM.

5.1. Progress Meetings - Coordinate, prepare for, and attend monthly progress meetings with the District Project Manager to discuss the following information, but not limited to: project status, schedule, issues affecting project progress, potential issues that may arise, budget, and the following month’s activities and action items. Progress meetings shall be conducted at the District headquarters or by web-based video conference. If web-based video conference is used, the Consultant is responsible for setup and organization of the conference and related materials. Microsoft Teams is the District’s preferred video conference service.

5.2. Workshops - Several workshops are proposed throughout the course of the project. Workshops for this contract are expected to be about one hour each in length and normally involve technical agendas or presentation and review of Consultant deliverables. Workshops attendees will include appropriate representatives from the Consultant team and the District. In addition to the primary agenda subjects identified below, workshop agendas may also include additional items and topics the Consultant and the District, would like to discuss. All workshops will be held at District Headquarters or virtually as authorized by the District.

A listing of the workshops in this contract is shown below:

Workshop Topic

1 Kickoff meeting / Reference Information

Overview and summary of defect scores / Overview and summary of approach for assessing remaining culvert infrastructure

5.3. Agendas - Prepare and submit an agenda 7 days prior to all meetings and workshops. The agenda shall include a listing of issues that require discussion, including issues raised by the District, and a listing of data and information that are requested.

5.4. Minutes - Compile meeting minutes, including any direction or decisions received from District staff. Prepare and submit draft meeting minutes within 7 days after all meetings and workshops. Submit final meeting minutes within 7 days after review comments are received.

6. Consultant Team Coordination - Provide coordination and management of all Consultant team subconsultants and other team members. Ensure project team members are utilizing current base information relating to District coordinate information, facilities, utilities, and other on-going projects.

7. Coordination with the District - Coordinate the work in progress with the

District’s PM. The District’s PM will contact appropriate District personnel to provide interpretation and responses, as needed.

8. Quality Control - The Consultant shall ensure that the quality of the deliverables meets the District’s criteria and the standard of ordinary professional care. Submit Consultant QA/QC sign-off forms at major project deliverable stages. Consultant QA/QC shall cover all deliverables, where applicable.

9. Report Management

9.1. Report Definition (to be performed for all key written technical memoranda) - For each document, work with District to clarify and identify:

• Intended document audience(s)

• Document purpose

• Document review process, including proposed schedule and planned review times (integrated into overall schedule and work plan).

9.2. Quality Review - Consultant shall utilize the services of a quality assurance (QA) reviewer with expertise as a technical writer, including reviewing, commenting on and editing technical documents. This individual’s role is limited to be a technical writing reviewer/editor, and not otherwise be involved in the project execution. This QA reviewer shall perform a thorough and complete review and edit of the key documents listed below prior to their first submittal to the District. This review/edit shall consider the following aspects:

• Readability and understandability

• General proofreading, including but limited to:

o Spelling/grammar o Section/subsection headers, titles, subtitles, Table of Contents o Footers, headers, page numbers, dates, references, links

• Graphics logic and clarity

After a document has been reviewed by the QA personnel, the Consultant shall, in conjunction with the QA personnel, revise and edit the document prior to submittal to the District.

B. PLANNING SERVICES

1. Project Goals – The District has the following goals for this project and contract:

• Assess condition by reviewing video footage for approximately 64,820 LF of culvert infrastructure using NASSCO PACP based approach.

• Develop an approach to perform condition assessments for remaining 4,724 LF of culvert infrastructure that have not yet been videoed or inspected, ideally PACP compliant.

2. Planning Evaluation

2.1. Requests for Record Drawings and Background Information

2.1.1. The Consultant shall review the reference information included in Appendix B.

2.1.2. The Consultant shall ensure timely identification of relevant records and other information available from the District and necessary for the project. This information can record drawings and additional asset information.

2.1.3. The Consultant shall submit a request to the District asking for the identification of record drawings that may contain information relevant to the project. This request shall be submitted in writing to the District PM and shall include the location and a description of the scope of work for the project.

2.1.4. The District will provide scanned images of record or other drawings that show the project work areas. A complete set of materials will be provided, without determination of which plan sheets or other materials are most relevant to the project. The Consultant will be responsible for reviewing the information and determining the relevance of the existing drawing information to the project.

2.1.5. In the event the accuracy of specific District drawings is an issue, the District will double-check for other versions to see if a more accurate version is available.

2.1.6. The processing time and expense to obtain existing drawings and other background information shall be included in the project schedule and cost and shall not be used as the basis of claims for additional consulting fees.

2.2. Workshop 1 – Kickoff Meeting / Reference Information

Following review of reference information and prior to development of Technical Memorandum, the Consultant shall coordinate, prepare for, and attend a workshop with the District. This workshop will:

• Allow staffs to meet and to discuss general topics including: project goals, procedures, issues, schedule, information needs, communication, and coordination.

• Review reference information collected to date and potential needs for additional information.

• Allow staff to share ideas on the project scope and deliverables.

2.3. Assign condition scores to culvert infrastructure

Review approximately 64,820 linear feet of video footage and evaluate the culvert infrastructure by assigning structural and O&M defect scores, guided by NASSCO PACP scoring standards. A template is available in Microsoft Excel, see Appendix E.

The District acknowledges that the deliverables will not be officially PACP certified and the Consultant may propose an alternative approach for condition scoring. Any proposed alternative must ensure a comprehensive condition assessment and must be agreed to by the District prior to implementation.

A detailed list of culverts is included in Appendix D. An example video file is available for the Consultant to review, see Appendix E.

2.4. Develop a plan to perform condition assessments of the remaining culverts

For each remaining culvert system outlined in Table 2, the Consultant will provide detailed methodologies for conducting PACP condition assessments. These methodologies should take into account factors such as access, equipment, lighting, and other potential challenges.

Recommendations should be based on record drawings and existing asset data, eliminating the need for field visits.

Table 2.List of Culverts – Planned for Assessment

Waterbody Asset

ID Reach Culvert Material Culvert Shape

Height (ft)

Width (ft)

Length (ft)

Kinnickinnic River 70934 Reach 4 CMP Circular 3 3 226

Wilson Park Creek 155049 Reach 3 RCP Circular 3 3 129

Menomonee River 69241 Lower Reach Unknown Circular 17 17 3,073

Menomonee River 69517 Lower Reach RCP Circular 3.5 3.5 70

Menomonee River 70262 Lower Reach RCP Circular 3.5 3.5 69

Menomonee River 70263 Lower Reach RCP Circular 3.5 3.5 69

Menomonee River 70264 Lower Reach RCP Circular 3.5 3.5 70

Menomonee River 70621 Lower Reach CIP Box 6 10 150

Menomonee River 70622 Lower Reach CIP Box 6 10 141

Menomonee River 70623 Lower Reach CIP Box 6 10 135

Menomonee River 70624 Lower Reach CIP Box 6 10 130

Menomonee River 70625 Lower Reach CIP Box 6 10 126

Menomonee River 70626 Lower Reach CIP Box 6 10 123

Menomonee River 71261 Lower Reach RCP Circular 4 4 81

Lincoln Creek 69536 Reach 9 Unknown (RCP) Circular 2 2 134

2.5 Technical Memorandum 1

Prepare a comprehensive technical memorandum (TM) summarizing both the culvert condition scoring, including any major observations from the video footage (Task 2.3) and the recommended plan to perform condition assessments on the remaining culverts (Task 2.4).

Submit electronic copies of the draft TM for District review at least 14 days prior to the workshop to discuss the draft. The time period will allow for PM review, followed by technical team review.

Incorporate comments into the draft TM as mutually agreed upon between the District and Consultant. Submit an “Acceptance/Exceptions” report noting comments that were accepted and which comments cannot be incorporated with explanation.

Submit electronic copies of Final Draft TM-1 for final review following the workshop. Incorporate comments into the Final Draft as mutually agreed upon between the District and Consultant. Submit an “Acceptance/Exceptions” report noting comments that were accepted and which comments cannot be incorporated with explanation.

Submit electronic copies of the Final TM-1.

2.6 Workshop 2 – Overview and Summary of TM

Coordinate, prepare for and attend a workshop with District staff to present and discuss the TM. Goals of this workshop are as follows:

• Approval of the condition assessment evaluation.

• Approval of condition assessment plan for remaining culverts.

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 design schedule at no cost for use in performance of this contract.

1. Provide a Project Manager to coordinate District support and all engineering activities.

2. Maintain contact through the Project Manager with the Consultant team.

3. Provide a list of District personnel who will provide District review.

4. Provide District review comments on Consultant deliverables.

5. Attend joint meetings with the Consultant and the District.

6. Provide access to District records as required.

7. Review and approve Consultant’s monthly payment requests.

8. Negotiate scope and schedule changes and issue Contract Change Orders in a timely fashion.

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

APPENDIX A

APPENDIX A

DELIVERABLES OF THE CONSULTANT TO THE DISTRICT

1. Project Work Plan

2. Project Schedule

3. Monthly Progress Status Report including schedule updates

4. Meeting Agendas and Meeting Minutes

5. Draft and Final Workshop Meeting Notes (each meeting or workshop)

6. QA/QC Sign Off Forms (for each major deliverable)

7. Condition scores for culvert infrastructure outlined in Appendix D

8. Draft, Final Draft, and Final Technical Memorandum

9. Responses to review…