2025-12PC Proposal Document.pdf

REQUEST FOR

PROPOSAL (RFP)

ARCHITECT/ENGINEER

SERVICES

FOR PORTAGE COUNTY

SOLID WASTE BUILDINGS REMODEL

PROPOSAL #2025-12PC

Issued by:

Portage County Purchasing Department

Proposals must be submitted:

No later than 2 PM on 08/12/2025 to:

Portage County Purchasing 1462 Strongs Ave

Stevens Point WI 54481

LATE PROPOSALS WILL BE REJECTED

There will not be a public opening for this Proposal

For further information regarding this RFP contact Chris Schultz

At (715) 346-1393 Email: Schultzc@co.portage.wi.us

Issued: 07/08/2025

Table of Contents

1. General Information

1.1. Introduction

1.2. Definitions

1.3. Scope

1.4. Pre-Proposal Site Visit

1.5. Calendar of Events

1.6. Contract Term and Funding

2. Preparing and Submitting a Proposal

2.1. General Instructions

2.2. Incurring Costs

2.3. Submitting Proposals

2.4. Proposal Organization and Format

2.5. Multiple Proposals

2.6. Withdrawal of Proposals

3. Proposal Selection and Award Process

3.1. Evaluation Committee

3.2. Preliminary Evaluation

3.3. Right to reject proposals

3.4. Proposal Scoring

3.5. Evaluation Criteria

3.6. Interviews/Presentations

3.7. Final Evaluation

3.8. Award and Final Offers

3.9. Notification of Intent to Award

3.10. Appeals Process

3.11. Negotiate Contract Terms

4. Requirements

4.1. Mandatory Requirements

4.2. Contract Requirements

5. Proposer Information and Solutions

5.1. Organization Capabilities

5.2. Staff Qualifications

5.3. Proposer Solutions (500 points broken down as indicated below)

Table of Contents

5.4. Proposer References

6. Cost Proposal

6.1. General Instructions for the Cost Proposal and how it will be Scored

6.2. Format for Submitting Cost Proposal

6.3. Fixed Price Period

Attachment A - Signature and Authority Affidavit Form Attachment B - References Attachment C - Designation of Confidential & Proprietary Information Form Attachment D - Mandatory Requirements Attachment E - Cost Proposal Attachment F- Simple Site Maps

Portage County Wisconsin RFP #2025-12PC

1. General Information

1.1. Introduction

The Portage County Solid Waste Department owns and operates the adjacent Transfer Facility, that processes solid waste, and a Recycling Facility, that processes single-stream recycling. The purpose of this document is to provide interested parties with information to enable them to prepare and submit a proposal to design the following:

1. An approximately 1,100 sq ft addition for a compactor at the Portage County Solid Waste Transfer Facility

a. Including a ventilation system for dust control

b. Including a roof that ties into the existing roof of the Transfer Facility

2. Dry fire suppression systems for the Transfer and Recycling Facilities

3. A push wall for the Recycling Facility

4. A replacement tipping floor for the Recycling Facility

The County of Portage as represented by the Purchasing Department intends to use the results of this Request for Proposal (RFP) to award a contract for the above listed project. The contract administrator will be determined at the time of the contract award. Retain a copy of these proposal documents for your files. Should you receive an award, these documents become your contract terms and conditions.

Contract Execution: Portage County utilizes a web based electronic signature program (DocuSign) for the execution of contracts that do not require notarization. By submitting your proposal, you are agreeing to the use of this program to sign documents should you receive an award. There is no cost to the proposer associated with this process.

1.2. Definitions

The following definitions are used throughout the RFP:

AE-means Architect/Engineer group for contracted by Portage County to perform the work BABA means Buy America Build America; whereas “the domestic content procurement preference requires that all iron, steel, manufactured products, and construction materials used in covered infrastructure projects are produced in the United States.”

CMaR means Construction Manager at Risk awarded the contract.

County means the County of Portage Wisconsin MRF means material recovery facility MSW means municipal solid waste Proposer/Vendor/Bidder means a company or individual submitting a proposal in response to this RFP Purchasing means the County of Portage Purchasing Department PCSW means Portage County Solid Waste Recyclable Materials means NR544 Table 1 recyclables, as defined by the Wisconsin Department of Natural Resources RFP means Request for Proposal Recycling Transfer Facility means a transfer facility that accepts single stream recyclables that are baled, compacted, or loosely loaded into a truck before being transferred to a MRF for final sorting and processing.

Solid Waste Transfer Facility means a facility that accepts MSW and consolidates the MSW into transfer trailers for transportation to a landfill State means the State of Wisconsin VendorNet means the State of Wisconsin’s electronic purchasing information system

1.3. Scope

1.3.1. Project Description

Portage County (“County”) is requesting proposals from Architectural / Engineering (A/E) Firms for the County’s anticipated building of an addition to the current Transfer Facility and other upgrades to the Transfer and Recycling Facility. The goal of the County is to receive the highest level of quality that aligns with its needs at the lowest reasonable price from an experienced and qualified firm.

The overall project will include infrastructure and fire protection improvements that will optimize materials management as well as safeguard what is in place at the Portage County Solid Waste's adjacent solid waste and recycling facilities. The project design includes: the addition of a compactor bay and new roof on existing Transfer Facility building; dry fire suppression units for both buildings;

and a large concrete push wall and a replaced concrete tipping floor at the Recycling Facility.

Estimated Construction Costs Breakdown:

• $2,000,000=Compactor Bay Addition, Electrical work for both Compactor locations, New

Roof on Existing Transfer Facility, Dry Fire Suppression in both Buildings, Large Push Wall, Replaced Tipping Floor at Recycling Center

• $340,000=New Ceiling Tiles, and Cleaning of Transfer & Recycling Facility.

1.3.2. Objective/Needs-

The County is seeking an A/E Firm to represent the County in all aspects of the design from a qualified professional Architectural/Engineering firm to provide architectural /engineering design services, consulting, promotion services and to represent the County’s interests during the concept validation, design development, construction documents, bidding, construction, and close out phases. The County’s project consists of the construction of a compactor bay at the Transfer Facility, dry fire suppression systems in both the Transfer and Recycling Facilities, a push wall and new floor in the tipping area of the Recycling Facility.

At the Transfer Facility, the designer will create an addition for a compactor. While the existing floor is heated, there is no requirement for heating the floor in the addition. The compactor bay should include a roof that ties into the roof of the Transfer Facility, dry fire suppression unit (to tie into the entire building), the reuse of the existing east wall (if deemed reusable), and a louver type ventilation system (to tie into the entire building).

Furthermore, the project at the Transfer Facility will consist of the construction of a louver type ventilation system to reduce dust for the entire facility and a dry fire suppression system for the entire facility.

The Recycling Facility design work will include designing a large push wall that will encompass half the east wall and three-quarters of the north wall. A non-heated replacement concrete floor in the tipping area as well.

The Recycling Facility is broken into four portions, the tipping floor, storage area, processing room, and office space. The architect is asked to design dry fire suppression units for the tipping and storage areas, and a wet or dry system for the office space. The ceiling tiles will be removed and replaced, and a CMaR will contract out cleaning and remove built up dust and debris prior to installing a new ceiling. It is not foreseen that the architect will need to provide any input on the ceiling.

1.3.3. Current Operations

Portage County Solid Waste operates a Transfer Facility and a Recycling Facility. Solid waste is processed in the Transfer Facility and curbside recyclables, household hazardous wastes, universal wastes, and electronics are processed or handled in the Recycling Facility.

The Transfer Facility’s floor has radiant heat to keep solid waste from freezing in the winter months.

Two overhead heaters keep the facility just above freezing in the winter months. The Recycling Facility is partially heated and cooled. The tipping floor has one overhead heater to keep that room right around freezing in the winter. The north and middle sections of the facility are heated to about 40 degrees and the office area is heated and cooled to about 70 degrees year-round. Except for extremely cold days, the overhead doors are kept open during operating hours.

Portage County Solid Waste is open to the public Monday through Friday 7:30 am to 3 pm and Saturday mornings, hours vary based on the season.

1.3.4. Project Timeline-

We are asking the Architect to propose a timeline as part of their proposal in Section 5. The County initial thoughts on timeline are listed below:

• Procurement of Compactors-The County will be developing a procurement for compactors in the coming months. In all case there is a lead time for the build and delivery of compactors. That lead time may determine some timing factors of the build project.

• Design Time & CMaR Services-This could also affect the timing of project. The County feels the cost to perform the work would be least expensive and less disruptive if performed between April/November. We would like the CMaR to weigh in on that when they are brought on board.

• Therefore, the county feels there is a window for the start time of the project that falls between January 2026 to October 2026.

1.3.5. Clarifications and/or Revisions to this RFP

Portage County Purchasing is the sole point of contact for the County during the selection process.

Contact with anyone else involved with this process without the prior authorization of Purchasing may result in the disqualification of your proposal. Proposers are expected to raise any questions, noted errors, discrepancies, ambiguities, exceptions, additions or deficiencies they have concerning this proposal in writing through email on or before 2PM, Thursday, July 24, 2025 to Chris Schultz, Purchasing, email: Schultzc@co.portage.wi.gov. An addendum with county responses will be issued shortly after compiling the correspondence.

If a proposer discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this proposal after the above date, they shall immediately notify the above named individual of such error and request modification or clarification of the proposal document before the proposal opening date.

If the proposer fails to notify the County prior to the proposal due date of any condition stated mailto:Schultzc@co.portage.wi.gov above that reasonably should have been known to the proposer, and if a contract is awarded to that proposer, the proposer shall not be entitled to additional compensation or time by reason of the error or its correction.

Revisions to this request for proposal or answers to questions will be made only by an official written addendum issued by Purchasing. Addenda will be posted on VendorNet and on the Portage County Website. Proposers are responsible for checking these websites for any addenda before submitting a proposal. Failure to acknowledge addenda may disqualify your proposal.

https://vendornet.wi.gov http://www.co.portage.wi.gov

1.4. Pre-Proposal Site Visit

A pre-proposal vendor site visit is scheduled to be held on Monday, July 21, 2025, at 11AM at 600 Moore Road, Plover, WI 54467. Please Contact Chris Schultz via email schultzc@co.portage.wi.gov, if you plan to attend. The site visit is Not Mandatory, but we strongly encourage vendors to attend if you have never seen the facility. An RFP addendum will be issued if the site visit is changed or cancelled. The Proposer cannot charge the County for attending a site visit.

1.5. Calendar of Events

Listed below are specific and estimated dates and times of actions related to this Request for Proposal. The actions with specific dates must be completed as indicated unless otherwise changed by the County. In the event that the County finds it necessary to change any of the specific dates and times, it will do so by issuing addenda to this RFP. There may or may not be a formal notification issued for changes of the estimated dates and times.

ESTIMATED DATES EVENT

07/08/2025 RFP Issuance date 07/21/2025 Pre-Proposal Site Visit 11AM at 600 Moore Road, Plover, WI 54467 07/24/2025 Last day for submitting written questions 07/28/2025 Approximately day the Addenda will be posted to https://vendornet.wi.gov/ and http://www.co.portage.wi.gov 08/12/2025 Proposals due at or before 2:00 p.m.

09/09 or 09/10 Interview or Presentations of Proposal if Needed (Estimated) Late September Notification of Intent to Award sent to Proposers (Estimated) Mid-October Contract award (estimated) 11/01/2025 Contract start date (estimated)

1.6. Contract Term and Funding

The contract shall be effective on the date indicated on contract and shall continue until total completion of a Remodeled Solid Waste Transfer Facility and the Recycling Facility. Approximate completion date would be estimated at Late 2026 or Spring/Early Summer 2027.

2. Preparing and Submitting a Proposal

2.1. General Instructions

The evaluation and selection of a vendor will be based on the information submitted in the proposal plus references and any required on-site visits, interviews/presentations, or demonstrations. Proposers should https://vendornet.wi.gov/ http://www.co.portage.wi.gov/ mailto:schultzc@co.portage.wi.gov https://vendornet.wi.gov/ http://www.co.portage.wi.gov/ respond clearly and completely to all requirements. Failure to respond to each of the requirements in the RFP may be the basis for rejecting a proposal.

Elaborate proposals (e.g., expensive artwork), beyond that sufficient to present a complete and effective proposal, are not necessary or desired. The County encourages all proposers to print their submission double-sided to save paper.

2.2. Incurring Costs

The County is not liable for any cost incurred by proposers in replying to this RFP.

2.3. Submitting Proposals

Proposers must submit their proposal by email, a valid emailed proposal shall be received by the Portage County Purchasing prior to the Proposal due date and time shown on the Request for Proposal, on or before 2:00 p.m., Tuesday, August 12, 2025, to: schultzc@co.portage.wi.gov

All documents required for a complete submission shall be included as attachments to the submission email. Those are listed in section 2.4 of this proposal. Prior to the proposal deadline, the proposer is responsible for confirming that their emailed Proposal response has been successfully received. The Portage County Purchasing is not responsible for late receipt of a Proposal, regardless of the reason for the delay.

Proof of transmission does not constitute proof of receipt. The time stamp issued to the submission email by Portage County email system shall serve as the official time stamp determining timeliness of the Proposal.

Proposal responses shall be emailed to schultzc@co.portage.wi.gov. Submitting a Proposal to any other email address does not constitute receipt of a Proposal by Portage County Purchasing. Emailed Proposals that do not meet these requirements will be rejected. Beside the attached documents the email should include:

• Proposer's Name and Address somewhere in the email

• Request for Proposal Number and Title in the Subject Line

2.4. Proposal Organization and Format

Proposal should be typed and submitted so they can be printed on 8.5 by 11-inch paper and bound securely with page numbers clearly indicated. Proposers responding to this RFP must comply with the following format requirements:

Tab 1(A) - COVER LETTER, RFP SIGNATURE PAGES: Include here any cover letter, Attachment A - RFP Signature and Authority Affidavit Form, any addenda signature pages, and Attachment C - Designation of Confidential & Proprietary Information Form.

The Signature and Authority Affidavit submitted in response to this RFP must be signed by the person in the Proposer's organization who is responsible for the decision as to the prices being offered or by a person who has been authorized in writing to act as agent for the person responsible for the decision on prices and services. Failure to provide this forms/information with your bid submittal may disqualify your proposal.

Tab 1 (B) – SAMPLE CONTRACT DOCUMENT: Please include a sample contract that would be used as basis for developing the final agreement with the County/Vendor.

Tab 2 - RESPONSE TO PROPOSER INFORMATION AND SOLUTIONS: Responses to the requirements in the proposer information and solutions must be in the same sequence and numbered as they appear in this RFP.

Include here completed Attachment B--References.

Tab 3 – MANDATORY REQUIREMENTS: Include Attachment D Mandatory Requirements.

Separate PDF File - COST PROPOSAL—ATTACHMENT E: Provide cost information as detailed in Section 6 in this RFP. All costs, as requested, for furnishing the product(s) and/or service(s) must be included in this proposal. The cost proposal must NOT be listed in any other part of the proposal response.

2.5. Multiple Proposals

Multiple proposals from a proposer will be permissible; however, each proposal must conform fully to the requirements for proposal submission. Each such proposal must be separately submitted and labeled as Proposal #1, Proposal #2, etc. on each page included in the response.

2.6. Withdrawal of Proposals

Proposals shall be irrevocable until contract award unless the proposal is withdrawn. Proposers may withdraw a proposal, in writing, at any time up to the proposal due date and time or upon expiration of 180 days after the due date and time. The written withdrawal notice must be received by Purchasing. The notice must be signed by an authorized representative of the proposer. If a previously submitted proposal is withdrawn before the proposal due date and time, the proposer may submit another proposal at any time up to the proposal due date and time.

3. Proposal Selection and Award Process

3.1. Evaluation Committee

The County’s evaluation committee will consist of members who have been selected because of their special expertise and knowledge of the service(s) and/or product(s) that are the subject of this RFP. Proposers may not contact members of the evaluation committee except at the request of the Purchasing Department.

3.2. Preliminary Evaluation

The proposals will be initially reviewed to determine if mandatory requirements are met. Failure to meet mandatory requirements shall result in the proposal being rejected. If all proposers do not meet one or more of the mandatory requirements, the County reserves the right to continue the evaluation of the proposals that most closely meet the mandatory requirements of this RFP.

3.3. Right to reject proposals

The County reserves the right to reject any and all proposals.

3.4. Proposal Scoring

Accepted proposals will be reviewed by an evaluation committee and scored against the stated criteria. The committee may review references, request interviews/presentations, conduct demonstrations and/or conduct on-site visits. The resulting information will be used to score the proposals. The evaluation committee's scoring will be tabulated, and proposals ranked based on the numerical scores received.

3.5. Evaluation Criteria

The proposals will be scored using the following criteria:

Description Points Organization Capabilities 150 Staff Qualifications 150 Proposer Solutions 500 Cost Proposal 200 Total 1000

3.6. Interviews/Presentations

Top-scoring proposers, based on the evaluation of the written proposal, may be required to have interviews/presentations to support and clarify their proposals, if requested by the County. The County will make every reasonable attempt to schedule the interview/presentation on the date specified in the Calendar of Events. Failure of a proposer to complete a scheduled interview/presentation to the County may result in rejection of that proposer's proposal. The County may conduct site visits of proposer and/or references’ facilities to clarify or confirm proposal information.

3.7. Final Evaluation

Upon completion of any interviews/presentations and/or demonstrations by proposers, the County's evaluation team will review their evaluations and adjust the scores based on the information obtained in the interview/presentation, demonstration, possible reference checks, and any other pertinent proposer information.

3.8. Award and Final Offers

Award will be granted in one of two ways. The award may be granted to the highest scoring responsive and responsible proposer after the original evaluation process is complete. Alternatively, the highest proposer or proposers may be requested to submit best and final offers. If the County requests best and final offers, they will be evaluated against the stated criteria, scored, and ranked by the evaluation committee. The award will then be granted to the highest scoring proposer following that process. However, a proposer should not expect that the County will request a best and final offer.

3.9. Notification of Intent to Award

All proposers who respond to this RFP will be notified in writing of the County's intent to award the contract(s), as a result of the RFP.

3.10. Appeals Process

Notices of intent to protest and protests must be made in writing. Protestors should make their protests as specific as possible and should identify Wisconsin Statutes or Portage County Ordinance provisions that are alleged to have been violated.

The written notice of intent to protest the intent to award a contract must be filed with Chris Schultz, Procurement Director, Portage County Wisconsin, 1462 Strongs Ave, Stevens Point, WI 54481, and received in his office no later than five (5) working days after the notice of intent to award is issued.

The written protest must be received in his office no later than ten (10) working days after the notice of intent to award is issued.

The decision of the Procurement Director may be appealed to the Corporation Counsel Office within (5) working days of issuance. The appeal must allege a violation of a Wisconsin Statute or a Portage County Ordinance provision.

3.11. Negotiate Contract Terms

The County reserves the right to negotiate the terms of the contract, including the award amount, with the selected proposer prior to entering a contract. If contract negotiations cannot be concluded successfully with the highest scoring proposer, the County may negotiate a contract with the next highest scoring proposer.

4. Requirements

4.1. Mandatory Requirements

Submit response using Attachment D Mandatory Requirements under Tab 3 of proposal - see section 2.4 for proposal submittal format.

The following requirement(s) are mandatory, and the proposer must satisfy them as a pass/fail pre-screening requirement. Any proposal submitted not in compliance with mandatory requirements will be rejected and not evaluated or scored.

4.1.1. Proposer must be in the business of providing Architecture/Engineer services for at least 5 years.

4.1.2. Proposer must demonstrate experience in Design/Architecture of Remodeling Large Open Building Structures

4.1.3. Proposer must be able to provide services for a phased construction that allows the facility to remain open and operating. The ability to navigate any and all issues associated with this method of construction is a must.

4.1.4. The AE’s key personnel listed in the proposal must be present at any interviews and must be the same key personnel who will oversee the project during all phases. Personnel substitutions for extraordinary circumstances must be submitted in writing and are subject to approval by the Owner (County). The selected firm’s Project lead associate on the project must have at least 5 years of providing AE services or demonstrate an equivalent level of experience in the field.

4.2. Contract Requirements

The awarded A/E Firm needs to demonstrate their experience in dealing with moderate and complex governmental projects. The A/E Firm is expected to fulfill the following contract requirements.

4.2.1. Validation of completed Concept Documents:

The concept development for this project has been completed. There are no designs documents, but we do have an idea of space needs analysis and a conceptual layout. These are only conceptual and the A/E for this project will validate this concept with the help of County Personnel. Validation will likely include meetings with County Staff and Leadership of Solid Waste

4.2.2. Schematic Design:

• Complete necessary site surveys.

• Complete any code assessments.

• Review any work, designs, reports, etc completed to date.

• Evaluate primary building materials and develop options to stay within the project budget.

• Prepare a schematic design for the Project.

• Evaluate different building systems relative to the project.

• Coordinate with the County Staff.

• Complete Schematic Design Documents for review and approval that meets the intended design, schedule, and budget.

4.2.3. Design Development:

4.2.3.1. Based on reviewed and approved Schematic Design, prepare detail design documents (drawings and other documents) that include:

4.2.3.1.1. Plans, sections, elevations, typical construction details

4.2.3.1.2. Diagrams or layouts of building systems along with efficiency calculations

4.2.3.1.3. Establishment of the architectural, structural, mechanical, and electrical systems

4.2.3.1.4. Specifications that outline types and quality of materials and system types

4.2.3.1.5. Review and confirm that the current ADA rules and code requirements are incorporated into the new and renovated building and site plans.

4.2.3.1.6. Take into consideration the possibility of the future expansion.

4.2.3.2. Meet with the Staff and Committees to review preliminary and final design.

4.2.3.3. Complete Design Development Documents for review and approval that meets the intent of the design, schedule, and budget.

4.2.4. Construction Documents- Based on the County’s review and approval of the Final Design, prepare construction documents consisting of Drawings and Specifications to be used for construction of the new building. The documents shall be coordinated with and may include work from other vendors hired by the County such as the Owner Rep and CMaR.

NOTE: Requirements listed below in sections 4.2.5 thru 4.2.7 are not all specific to just the AE but do involve them so they are listed below.

4.2.5. Construction Phase-

4.2.5.1. Meetings/Pre-Construction Conferences-The A / E, in consultation with the County, and CMaR will organize and conduct meetings with CMaR, Subcontractors, and County Personnel. The meetings shall include a review of project management, project schedule, and project procedures.

4.2.5.2. Process Construction Documents-The A / E, in consultation with the County will establish and implement procedures for processing and approving shop drawings, product data, samples, and other submittals from the CMaR (e.g. including contracts, specifications, schedules, correspondence, meeting minutes, catalog data, directives, change orders, etc.). In addition, the County will coordinate the processing and approval of all submittals with the Architect.

4.2.5.3. Project Coordination-The A / E will assist the County in providing administration, management and related services necessary to coordinate the construction activities of the CMaR with each other and with those of the County.

4.2.5.4. Monitor Construction Progress-The A /E will assist the County in observing construction progress and report deviations from the schedule that might delay Project completion. The AE will assist the County with consulting with contractors to develop and implement corrective actions necessary to meet the project schedule.

4.2.5.5. Control Construction Quality-The A E will assist the County to monitor and inspect all work in progress to ensure the quality of the work and compliance with the contract documents. The A/E will coordinate with the County to document and report all deficiencies and make recommendations for corrective actions.

4.2.5.6. Process Applications for Payment-The County, in consultation with the Architect, will develop and implement a procedure for the review and processing of contractor payment applications.

4.2.5.7. Project Meetings-The A/E will participate in meetings with the County and applicable parties, conduct meetings as necessary at the job site to discuss job progress, problem resolution, and decision making.

4.2.5.8. Process Change Orders-The County, in consultation with the County Project Manager, CMaR and the Architect, will develop and implement a system for review and processing of change orders.

4.2.5.9. Coordinate Inspections and Testing-The County and the Architect will coordinate the selection of independent inspection and testing agencies, review inspection and testing reports, and make recommendations regarding the results of inspections and testing activities.

4.2.5.10. Quality Control- The Architect shall keep the County reasonably informed about the progress and quality of the portion of the work completed and report to County (1) any known deviations from the Contract Documents and from the most recent construction schedule submitted by the Contractor, and (2) any defects and deficiencies observed in the work.

4.2.6. Close – Out Phase:

4.2.6.1. Develop Close-Out Program-The County, the Architect, and the CMaR will develop a detailed program of close-out activities in compliance with the contract documents. The program will include a close-out schedule, inspections, testing, start-up procedures, warranty processing, and occupancy.

4.2.6.2. Verify Substantial and Final Inspections-The County, in consultation with the Architect, will verify substantial completion and final inspections. The County will assist the Architect in the preparation of a list of deficiencies (punch list) and will coordinate all correction action by contractors.

4.2.6.3. Coordinate Construction Close-Out-The A /E will assist the County to coordinate close-out activities including the completion of deficiencies, submittal of close-out documents, resolution of change orders and recommendations for payment of retainage.

4.2.6.4. Certificates-The A/E, upon completion of the Project, will be responsible for certifying that, to the best of their professional knowledge, the building conforms to the approved plans, specifications, and shop drawings.

4.2.7. Subcontractors- The AE shall be responsible for Contract performance when subcontractors or other vendors are used by the AE. However, when subcontractors are used, they must abide by all terms and conditions of the Contract.

4.2.8. Insurance Requirements

4.2.8.1. The Firm shall carry at its sole expense and provide evidence of insurance coverage listed below to protect itself and the County from and against liability, loss, damage, expense, cost (including without limitation to litigation and court costs and attorneys’ fees) arising out of or in connection with the performance of any work performed in accordance with the specifications of any related documents, whether such work is performed by the Firm or any subcontractor or by anyone directly or indirectly employed by any of them or by anyone for whose acts any of them may be liable.

Coverage must be written with insurance companies licensed in the state of Wisconsin and shall have at least and A- rating by A.M. Best & Company. All policies shall provide a thirty (30) day advance notice of cancellation to the County.

4.2.8.1.1. Workers Compensation: Coverage A: Statutory Coverage B:

4.2.8.1.2. Employers Liability:

4.2.8.1.3. Bodily injury by accident $100,000 per person Bodily injury by disease $100,000 per person

4.2.8.1.4. Bodily injury by disease $500,000 aggregate

4.2.8.1.5. All states and voluntary compensation endorsements

4.2.8.2. Commercial General Liability

4.2.8.2.1. Limits of Liability: $1,000,000 each occurrence

4.2.8.2.2. $2,000,000 general aggregate

4.2.8.2.3. $2,000,000 products/completed operations aggregate.

4.2.8.3. Auto Liability-Limits of Liability: $1,000,000 each accident

4.2.8.4. Excess (Umbrella) Liability: -The requirement that an Umbrella Policy shall be no less than $1,000,000.

4.2.8.5. Professional Liability: -$2,000,000 each occurrence

4.2.8.6. Coverage:

4.2.8.6.1. The County shall be named as an additional insured.

4.2.8.6.2. Certificates of insurance shall be presented to the Purchasing Department for approval before the successful Firm, its agents and/or employees commence any work whatsoever pursuant to the contract.

5. Proposer Information and Solutions Submit response under Tab 2 of proposal - see section 2.4 for proposal submittal format.

5.1. Organization Capabilities

Describe the organization/company's experience and capabilities providing similar services to those required. Be specific and detail no more than three projects/contracts: description of work, dates, locations, challenges, and results. (150 Points)

5.2. Staff Qualifications

Provide a list of all individuals, including consultants, to be involved in the project and a brief description of their role and qualifications. Please indicate how this design team will be managed and identify the main contact person at the firm. Provide a synopsis describing the educational and work experience for each of the key staff who will be assigned to the project/program. (150 Points)

5.3. Proposer Solutions (500 points broken down as indicated below)

5.3.1. Describe your experience in providing Architectural Engineering Services to a government organization and specifically any experience in designing Solid Waste and Recycling Facilities. (100 points)

5.3.2. Describe your experience in designing fire suppression systems, specifically any done for solid waste and recycling facilities. (100 points)

5.3.3. Detail your firm’s understanding of the challenges and barriers for a design project that deals with Build America, Buy American and proposed approach to overcoming these barriers. (50 points)

5.3.4. Program delivery – estimated work plan and timetable. Outline the tasks your firm proposes to accomplish throughout the life of the contract. Provide an estimated schedule and timeline for each task. (200 points)

5.3.5. Describe value-added solutions you might bring to a project with these parameters (50 points)

5.4. Proposer References

Submit response using Attachment B References under Tab 2 of proposal – see section 2.4 for proposal submittal format.

Proposer must supply references of three firms to which similar products/service have been provided within the past five years to a comparable sized institution or company. If contacted, all of those references must verify that a high level of satisfaction was provided.

6. Cost Proposal

6.1. General Instructions for the Cost Proposal and how it will be Scored.

All prices must be quoted in U.S. Dollars.

Purchasing will score the cost proposals by prorating with the lowest cost proposal given the highest score.

The formula is as follows: Calculation of points awarded to subsequent proposals will use the lowest dollar proposal amount for All work and expenses listed in Attachment E Line 1.1 as a constant numerator and the dollar amount of the firm being scored for the same cost as the denominator. This number is then multiplied by the number of points given to the cost section of the RFP, resulting in the cost proposal score.

Lowest Cost Proposed Constant _ X Maximum Points Assigned to Cost = Score

Other Proposed Cost

6.2. Format for Submitting Cost Proposal.

Use Attachment F for the Cost Proposal. Please include separate electronic copies of any Cost Proposal Material, including a PDF of Attachment F on the flash drive you submit for the proposal.

6.3. Fixed Price Period

The awarded contractor must hold the accepted prices and/or costs for the entire contract period. Any adjustment to prices and/or costs at the beginning of a contract renewal period will be negotiated between the County and the Contractor.

ATTACHMENT A

SIGNATURE AND AUTHORITY AFFIDAVIT FORM

PROPOSING COMPANY NAME: __________________________________________________________

FEIN (Federal Employer ID Number) OR Social Security # (if Sole Proprietorship)

Address: __________________________________________________________________________

City _____________________________ State ________ Zip + 4 _______________________

Number of years in Business _______

Name the person to contact for questions concerning this proposal.

Name ___________________________ Title _______________________________

Phone ( ) _______________________ Toll Free Phone ( ) __________________________

Fax ( ) _______________________ Email Address ____________________________

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

The undersigned, having familiarized themselves with the conditions affecting the cost of the work, having read completely the requirements, hereby proposes to perform everything required and to provide and furnish labor, materials, equipment, tools and all other services and supplies necessary to produce in a complete and workmanlike manner all of the materials or products described in the project relating to this proposal.

I further certify that I have carefully examined the proposal documents and all terms herein, and site where the work is to be done and have no agreements to prevent the completion of said work.

Signature Title

Name (type or print) Date

This firm herby acknowledges receipt / review of the following addendum(s) (If any)

Addendum #_____ Addendum #_____Addendum #_____Addendum #_____

ATTACHMENT B

REFERENCES

Proposer: _______________________________________________________________________

Supply references and letters of recommendation from three firms to which similar services have been provided within the past five years to a comparable sized institution or company. If contacted, all of those references must verify that a high level of satisfaction was provided. Provide company name, address, contact person, telephone number, and appropriate information. Potential subcontractors cannot be references. Any subcontractor arrangement for the completion of this work shall be listed on a separate page.

Company Name: _________________________________________________________________________

Address (include Zip + 4) ____________________________________________________________________

Contact Person: _____________________________________ Phone No. __________________________

E-Mail Address: ___________________________________________________________________________

Product(s) Used and/or Service(s) Provided: _____________________________________________________

Company Name: _________________________________________________________________________

Address (include Zip + 4) ____________________________________________________________________

Contact Person: _____________________________________ Phone No. __________________________

E-Mail Address: ___________________________________________________________________________

Product(s) Used and/or Service(s) Provided: _____________________________________________________

Company Name: _________________________________________________________________________

Address (include Zip + 4) ____________________________________________________________________

Contact Person: _____________________________________ Phone No. __________________________

E-Mail Address: ___________________________________________________________________________

Product(s) Used and/or Service(s) Provided: _____________________________________________________

Company Name: _________________________________________________________________________

Address (include Zip + 4) ____________________________________________________________________

Contact Person: _____________________________________ Phone No. __________________________

E-Mail Address: ___________________________________________________________________________

Product(s) Used and/or Service(s) Provided: _____________________________________________________

ATTACHMENT C

DESIGNATION OF CONFIDENTIAL AND PROPRIETARY INFORMATION

The attached material submitted in response to Bid/Proposal # 2025-12PC includes proprietary and confidential information which qualifies as a trade secret, as provided in s. 19.36(5), Wis. Stats., or is otherwise material that can be kept confidential under the Wisconsin Open Records Law. As such, we ask that certain pages, as indicated below, of this bid/proposal response be treated as confidential material and not be released without our written approval.

Prices always become public information when bids/proposals are opened, and therefore cannot be kept confidential.

Other information cannot be kept confidential unless it is a trade secret. Trade secret is defined in s. 134.90(1)(c), Wis. Stats. as follows: "Trade secret" means information, including a formula, pattern, compilation, program, device, method, technique, or process to which all of the following apply:

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

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

We request that the following pages not be released:

Section Page # Topic

IN THE EVENT THE DESIGNATION OF CONFIDENTIALITY OF THIS INFORMATION IS CHALLENGED, THE UNDERSIGNED HEREBY AGREES TO PROVIDE LEGAL COUNSEL OR OTHER NECESSARY ASSISTANCE TO DEFEND THE DESIGNATION OF CONFIDENTIALITY AND AGREES TO HOLD THE STATE HARMLESS FOR ANY COSTS OR DAMAGES ARISING OUT OF THE COUNTY'S AGREEING TO WITHHOLD THE

MATERIALS.

Failure to include this form in the bid/proposal response may mean that all information provided as part of the bid/proposal response will be open to examination and copying. The County considers other markings of confidential in the bid/proposal document to be insufficient. The undersigned agrees to hold the County harmless for any damages arising out of the release of any materials unless they are specifically identified above.

Company Name ______________________________________________

Authorized Representative ______________________________________________ Signature

Authorized Representative ________________________________________________ Type or Print

Date ___________________________________________

ATTACHMENT D

MANDATORY REQUIREMENTS

Proposer: _______________________________________________________________________

4.1.1 Can meet mandatory requirement 1? Yes______ No________

Please provide links to your website and any additional information that would allow Portage County to determine your time in business.

4.1.2 Can meet mandatory requirement 2? Yes______ No________

Please provide any website links or any information that would allow Portage County to determine your past experience in this area.

4.1.3 Can meet mandatory requirement 3? Yes______ No________

Please provide any website links or any information that would allow Portage County to determine your past experience in this area.

4.1.4 Can meet mandatory requirement 4? Yes______ No________

This mandatory requirement may be addressed in Section 5.1 and 5.2 in your proposal by listing the Project Manager and estimated hours expected from everyone assigned to the project.

ATTACHMENT E COST PROPOSAL

Proposer: _______________________________________________________________________

Architect and Engineering Fees and General Worksheet

Directions for 1.1 Submit Your Cost Materials as a Separate File in your Email as Part of the Proposal) The County is looking for Estimated Cost of Design and Engineering expressed as a dollar figure and a percentage of Construction Cost of Work if the estimated GMP is $2,000,000 in Line 1.1

$$ Amount

Fee Percentage(%) Based on GMP of $2m Comments

Line 1.1 Estimated Total Cost of Design and Engineering of Project (200 Points) $

Directions for 2.1-2.4 Compensation for each phase of services should also be noted as percentage of overall fee.

$$ Amount % Of Total Fee

Chr to Cty Comments Line 2.1: Design and Engineering Services for Schematic Design thru Cost Estimating of Schematic Design done by CMaR.

Architect Fee as a fixed amount and also list as percentage of overall GMP if project is $2,000,000. (2-3 month duration

Line 2.2: Estimate Design and Engineering Services for Design Development. Fee as a Percentage of GMP if Cost of Work is $2,000,000 (1-2 Month Duration)

Line 2.3: Estimate Design and Engineering Services for Construction Documents. Fee as a Percentage of GMP if Cost of Work is $2,000,000 (1-2 Month Duration)

Line 2.4: Estimate Design and Engineering Services for Construction Phase. Fee as a Percentage of GMP if Cost of Work is $2,000,000 (Construction is Estimated to be 6 months.

Work completed between March-October)

Totals= Should Equal Amount from

1.1

Should Equal 100%

Questions Yes or No Comments

Please provide Wage Rates for the various personal that would be assigned to the project. This would be used to help evaluate any work that would be outside the work of the Schematic Design/Pricing Estimate lump sum fee.

Moore Road

0 100 200

Feet´Date of Photography: Spring, 2020

Portage County Solid Waste Facilities Plover, WIAttachment F 21

95'

' O H

D

96'

127'

5'

" t al l

144'

Tip Floor Processing

Office

Transfer Facility (TF)

7,600 sf 10,160 sf

9,216 sf

Storage

8,128 sf

O H

D

O H

D O

H D

OHD

OHD

fo ur lo ad in g do ck s

O H

D lo ad in g do ck

OHD

OHD OHDOHD

TF South Wall

TF North Wall

3 Overhead Doors (OHD)

1 Overhead Door (OHD)

5' ta ll

9' ta ll

5' ta ll

MRF

A pa ch e

D riv e

Moore Road

0 100 200

Feet

Portage County Solid Waste Facilities

August 24, 2023

Plover, WI 22Attachment F Continued