2025-13PC CMaR for PCSW Remodel Final 081425.pdf

Request for

Proposal (RFP) for

Construction Manager

At Risk for Remodeling & Addition of Portage County Solid Waste

#2025-13PC

Issued by:

Portage County Purchasing Department

Proposals must be submitted:

No later than 2PM, Thursday, September 18, 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.gov

Issued: 08/14/2025

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

4.3. Insurance Requirements

4.4. Coverage:

5. Proposer Information and Solutions

Table of Contents

5.1. Organization Capabilities (150 Points)

5.2. Staff Qualifications (150 Points)

5.3. Proposer Solutions (500 points)

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

7. Notice to Proposers

8. Contract Cancellation

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 #2025-13PC

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 for CMaR Services for 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

5. New Ceiling Tiles and Cleaning of the Office Space in the Recycling Facility

6. Cleaning of the Transfer and 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 CMaR Contractors 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 a CMaR Contractor to represent the County in all aspects of the Pre- Construction (Design Phases), Bidding, Building, and Close Out phases. Greater detail of the services we are requesting are listed in Section 4 and 5 of the RFP. 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 build work will include building 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 CMaR will oversee the work of a dry fire suppression units for the tipping floor.

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 so the CMaR will be responsible for the process of that work. The CMar will also contract out the cleaning and removal of built up dust and debris of the entire Recycling and Transfer Facilities once the main work in complete.

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 at the Transfer Facility 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 CMaR assist the Architect in developing 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 & Time of Year of Build-This could also affect the timing of project. The County feels the cost to perform the work would be least expensive but more disruptive if performed between April/November. We would like the CMaR to weigh in on that when they are brought on board.

• The county feels there is a window for the start time of the project that falls between January 2026 to October 2026 which places a Construction Start time between July of 2026 or March 2027.

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, Tuesday, September 2, 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 above that reasonably should have been known to the proposer, and if a contract is awarded to that mailto:Schultzc@co.portage.wi.gov 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 Thursday, August 28, 2025, at 11AM at 600 Moore Road, Plover, WI 54467. The site visit is Mandatory, please Contact Chris Schultz via email schultzc@co.portage.wi.gov, if you plan to attend. Failure to attend will disqualify a vendor’s submitted proposal. 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

08/14/2025 RFP Issuance date 08/28/2025 Mandatory Pre-Proposal Site Visit 11AM at 600 Moore Road, Plover, WI 09/02/2025 Last day for submitting written questions 09/05/2025 Approximately day the Addenda will be posted to https://vendornet.wi.gov/ and http://www.co.portage.wi.gov 09/18/2025 Proposals due at or before 2:00 p.m.

10/08 or 10/09 Interview or Presentations of Proposal if Needed (Estimated) Late October Notification of Intent to Award sent to Proposers (Estimated) Mid-November Contract award (estimated) 12/01/2025 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 respond clearly and completely to all requirements. Failure to respond to each of the requirements in the 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/

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., Thursday, September 18, 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. Must have provided CMaR services to at least 5 organizations within the past 5 years.

4.1.2. Must have provided CMaR services within the past 3 years for a minimum of 2 projects that the Cost of Work exceeded $2,500,000.

4.1.3. The CMaR’s key personnel listed in the proposal must be present at the interview 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).

4.1.4. The CMaR’s project lead must have at least 5 years of experience providing CMaR services or demonstrate an equivalent level of experience in the field.

4.2. Contract Requirements

The following summary is intended to provide a general understanding of County’s expectations and is not all inclusive. It is expected that the CMaR shall provide sufficient organization, personnel, and management to carry out the requirements of this RFP and subsequent contract in an expeditious and economical manner consistent with the interests of the County.

4.2.1. Step One: Pre-Construction Services during Schematic Design and Design Development including establishing a GMP

The CMaR to actively participate in all design meetings, constructability reviews, periodically provide cost estimates during the design process, and ultimately develop a GMP

More specifically, the CMaR shall provide the following preconstruction services and activities:

4.2.1.1. Cost Management

4.2.1.1.1. Assist County and AE in establishing and keeping the project within a fixed project budget.

4.2.1.1.2. CMaR to provide recommendations to the AE and County regarding materials, building components and systems, and evaluate building systems, components and materials for long term performance, life cycle cost analysis, BABA regulations, and economy.

4.2.1.1.3. CMaR to provide cost control resources for the Project Team during the schematic design, (‘SD”) and design development (“DD”) phases of design, which includes reviewing and monitoring the development, and preparation of documents to maintain the project cost within the project budget. CMaR to notify the AE and County of potential cost issues during the development of the drawings and specifications that may have an impact on the cost of the work. Work collaboratively with County and AE to develop alternatives to keep the project estimates within the fixed budget.

4.2.1.1.4. Upon completion of the SD package, CMaR to provide formal review and comments of the SD documents. Following this review, the CMaR shall prepare a Schematic Phase estimate to confirm that the scope and budget for the project are in alignment. In addition, CMaR to provide value analysis/engineering ideas in conjunction with preparation of the SD estimate.

4.2.1.1.5. CMaR to provide formal review and comments, and cost estimates at 100% complete SD documents. Following these reviews and value analysis/engineering efforts, the next most likely 100% Cost analysis would occur at the AE’s Construction Documents formulating the GMP. GMP to include pricing of alternates as defined by the AE which will be equal to approximately 10% of the GMP. If any major market changes happen during DD (ie Tariffs, etc) the County may request an additional price analysis. The County would be aware that this request may come with some additional costs.

4.2.1.2. Construction Planning and Scheduling

4.2.1.2.1. CMaR to work with the County and AE to develop a work plan for design activities in support of the schedule and budget for the project.

4.2.1.2.2. During the SD phase, the CMaR will further develop the project master schedule including integration of AE design efforts, key County activities, preconstruction activities, procurement, construction activities, and work performed by other parties.

4.2.1.2.3. Ongoing, the CMaR will evaluate all systems, components, and materials for constructability, economy, long-term performance for use intended and schedule impacts, and provide recommendations for preferred options consistent with cost and schedule goals

4.2.1.2.4. In addition, the CMaR will identify long lead items requiring early bid packages and recommend issue dates for same to meet required completion date.

4.2.1.2.5. This construction is remodeling of an existing building where material handling services will need minimal disruption, the CMaR will be responsible to lead the disruption avoidance planning efforts during the SD and DD phases.

4.2.2. Step Two: Construction Phase Services during Construction Document finalization and Construction

4.2.2.1. Project Management Team

4.2.2.1.1. CMaR to provide competent, experienced full-time staff, including an experienced construction field superintendent and project management team to coordinate the work, maintain the progress of the subcontractors, coordinate with ongoing activities and operations, and provide overall direction to the project during the construction phase. Establish on-site organization and levels of authority to carry out the overall plans of the construction team.

4.2.2.1.2. Demonstrate high levels of effective, proactive project leadership.

4.2.2.1.3. Work cooperatively and constructively with members of the Project Team to foster positive relationships that support positive outcomes for the team members and the project.

4.2.2.1.4. CMaR will be contractually obligated to not reassign key staff members to other projects without County’s prior written consent. The County will have approval rights of new key personnel assigned to this project.

4.2.2.2. Design Phase Activities

4.2.2.2.1. CMaR to be a resource to the AE as they prepare Construction Documents that conform to the agreed upon scope of work that is included in the GMP.

4.2.2.2.2. CMaR should anticipate a potential early bid package and then a final bid package from the AE. CMaR to develop a strategy for issuing bid packages that facilitate the completion of those packages. The purpose is to utilize this bidding package strategy to gain the most advantageous issuing of documents, to maximize local subcontractor participation, minimize construction duration while allowing the bid packages to be completed efficiently. Early bid packages may be required for certain prefabricated building components that are subject to long lead times and/or sub-trades that have high potential for cost escalation.

4.2.2.2.3. This is a remodeling of an existing building, the CMaR will finalize the disruption avoidance planning efforts. CMaR shall work closely with the AE, and County to carefully plan how the facility will remain operational during the construction phase. CMaR shall submit a detailed disruption avoidance plan to the County for approval prior to starting construction. The plan shall include, but not be limited to, a comprehensive dust mitigation plan for all occupied areas of the building, a proactive noise mitigation and minimization plan, construction access and logistics routes (with specific attention to secure areas if applicable), and schedule integration with operational requirements. All costs associated with the disruption avoidance plan to be itemized and included in the GMP.

4.2.2.3. Cost Management

4.2.2.3.1. Implement effective cost management control and tracking procedures to provide the County with the opportunity to make such decisions as required to keep project cost within the fixed budget.

4.2.2.3.2. Implement and maintain cost control methods with “open book” sharing of cost information.

4.2.2.3.3. CMaR to inform County of pending cost issues within five (5) business days of identifying potential issues.

4.2.2.3.4. Implement and maintain a current log of pending cost issues impacting the final cost of the project and review no less than monthly with the County.

4.2.2.3.5. Provide drawdown and cash flow projections for the project during construction and update as requested.

4.2.2.3.6. Work with the County and AE to develop and implement a change management process for the project.

4.2.2.4. Procurement

4.2.2.4.1. CMaR to manage bidding process, evaluate proposals, and interview key subcontractors (along with the AE and County). Project Team to utilize, by mutual agreement, any of the following methods for awarding contracts to subcontractors for portions of the work: competitive bid, best value, and negotiated terms. For those subcontracts to be awarded on a competitive bid or best value basis, CMaR to obtain a minimum of three (3) competitive bids for each sub-trade category unless otherwise authorized by the County and shall interview at a minimum two (2) bidders with the Project Team. CMaR to provide a written award recommendation to the County.

4.2.2.4.2. If the CMaR desires to self-perform portions of the work, the construction manager must follow State of Wisconsin competitive bid requirements with respect to those portions of the work. CMaR must also submit their sealed bid for all work they desire to self-perform no less than 24-hours in advance of the published due date all other bids are due. Following the County’s approval of recommendation, CMaR to award and administer all subcontracts and material purchases.

4.2.2.5. Coordination Meetings

4.2.2.5.1. Conduct weekly or bi-weekly job site meetings that include appropriate subcontractors, County representatives, and AE representative to review open issues, schedule work, and resolve pending or upcoming issues. CMaR to prepare a written agenda in advance of each meeting. CMaR to maintain a list of action items with identification of responsible party and due dates for each item. CMaR to distribute written meeting minutes and action item lists within 48 hours of each meeting.

4.2.2.5.2. In the event the County Board approves an option that calls for the additional remodeling of an existing building, the CMaR will be responsible to closely coordinate and communicate the day-to-day construction activities associated with the implementation of the disruption avoidance plan.

4.2.2.6. Schedule Management

4.2.2.6.1. CMaR to prepare and manage a logic-based project schedule indicating key milestone events, dates, and responsibilities. Project Schedule to include design efforts, preconstruction activities, procurement of goods and construction activities. CMaR to provide regular monitoring of the actual progress versus the scheduled progress, identify any variances and prepare a written action plan along with an updated schedule to maintain the scheduled completion dates.

4.2.2.6.2. CMaR to determine the adequacy of the subcontractors’ personnel and equipment and the availability of materials and supplies to meet the schedule.

Report status no less than weekly in regular weekly coordination meetings.

4.2.2.6.3. CMaR to prepare a short-term (3 to 4-week look-ahead) schedule on a weekly basis.

4.2.2.6.4. Coordinate County-purchased and/or third party provided furniture, fixtures, and equipment with construction of the project.

4.2.2.7. Project Reporting

4.2.2.7.1. CMaR to prepare a monthly report with each progress billing that details a project work status report, buy-out to schedule of value analysis, contingency status, schedule status and project progress commentary with applicable job-site photos. Provide other formal communications as requested by County.

4.2.2.8. Quality Management

4.2.2.8.1. CMaR to complete a quality/coordination/constructability review of each bid package prior to issuing bid documents to subcontractors.

4.2.2.8.2. Complete construction of the work in strict accordance with the quality requirements established by the contract documents.

4.2.2.8.3. All testing and independent inspection services required will be secured and paid for by the County. CMaR to cooperate and coordinate with testing and inspection service agencies. CMaR will be responsible for the cost of excessive additional testing due to failed tests.

4.2.2.8.4. Develop an initial CMaR punch list and issue to subcontractors prior to formal punch list issued by AE. CMaR to ensure completion of CMaR’s initial punch list prior to AE’s punch list walk thru.

4.2.2.9. Safety

4.2.2.9.1. Implement a formal project safety plan.

4.2.2.10. Project Closeout

4.2.2.10.1. Timely submission of operation and maintenance manuals and completed punch lists, coordination of training, submission of as-built field documents, BIM model and financial close-out of project. CMaR to actively support and participate in commissioning activities.

4.2.2.11. Other

4.2.2.11.1. Assist County in working with various governing authorities as requested.

4.2.2.11.2. Work with Project Team to develop a project communication system that is effective for the participants and meets the schedule requirements of the project.

4.3. Insurance Requirements

4.3.1. Insurance Expense-

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.

4.3.2. Commercial General Liability-

Limits of Liability: $1,000,000 each occurrence $2,000,000 general aggregate $2,000,000 products/completed operations aggregate 4.3.3

4.3.3. Auto Liability-

Limits of liability: $1,000,000 each accident

4.3.4. Excess (Umbrella) Liability-

The requirement that an Umbrella Policy shall be no less than $10,000,000

4.3.5. Professional Liability-

$2,000,000 each occurrence

4.4. Coverage:

The County shall be named as an additional insured.

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 2.3 for proposal submittal format.

5.1. Organization Capabilities (150 Points)

Describe the organization/company's experience and capabilities providing similar services to those required. Be specific and detail no more than three projects/contracts:

a. Description of work, dates, locations, challenges, and results

b. Name of project manager and superintendent responsible for project.

c. Initial GMP versus final project cost.

d. Type of service and contractual relationship (general contractor, design build, construction manager at risk, etc.).

e. Preconstruction services provided.

f. Client and architect contact information. Include phone number and email address.

5.2. Staff Qualifications (150 Points)

Identify key staff your organization/company will assign to fulfill the contract requirements.

a. Include an organizational chart showing your proposed staff for each project step. Specifically identify project executive, pre-construction manager, project manager and on-site day-to-day project superintendent for each phase (as applicable), the availability of each person during the term of the project and their history of working together on previous projects. Indicate experience of key team members working together on past similar projects.

b. Provide résumés or a listing of information for each person included in the proposed project team. For each person state the years of experience, educational background, length of employment with the firm, and previous project experience. Also, list specific responsibilities on this project, experience on projects of similar sizes and types, specific qualifications applicable to this project, and current work assignments and availability for this project.

c. List other assignments the Project Manager will be handling during the period of assignment to this project.

d. Project Manager and Superintendent, and other “key” staff members proposed, provide client references from three of their most recent projects and three architect/engineer references (including contact person and telephone number). Submit response using Attachment B.

5.3. Proposer Solutions (500 points)

Provide a description of the project approach and management capabilities as it relates to the following areas

a. Describe your experience in providing CMaR services to a government organization for building and renovation projects. Please provide one or two case studies from your list of project examples

b. Detail your firms understanding of the challenges and barriers for a project like this and proposed approach to overcoming these barriers. Highlight any experience you have with BABA projects.

c. Preconstruction services: Describe firm’s approach to preconstruction services. Provide an estimate of the number of total anticipated hours for the assigned personnel prior to County’s acceptance of the

GMP

d. Cost management: Describe the level of detail included in the cost estimates at various phases of design.

e. Budget Management: Describe the budget and change management processes and anticipated reporting during construction

f. Safety: Submit a description of your organization’s approach to managing safety on construction projects. Also include an overview of your company’s recent safety record, and your company’s experience modification rate (EMR) for the last three (3) years

g. Disruption Avoidance Plan: Provide a list of projects where your proposed team lead the disruption avoidance planning and implementation efforts. Specifically note any projects that the owner required Construction being completed while operations were happening in proximity.

h. Describe special resources, or capabilities your organization could employ on the project which would enhance the value your organization would bring to the project.

i. Acknowledgement and Certification Statements:

i. Certify that all representations stated in the Response to RFP are true and accurate.

ii. Acknowledge that all materials submitted in the Response to RFP will become property of the County.

iii. Acknowledge that all costs associated with preparation of the Response to RFP will be the responsibility of the proposing CMaR.

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 as a constant numerator and the dollar amount of the firm being scored 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 E for the Cost Proposal. Please include separate electronic copies of any Cost Proposal Material, including a PDF of Attachment E on the email you submit for the proposal.

6.3. Fixed Price Period

The awarded Firm 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 Firm.

7. Notice to Proposers

7.1 This RFP is not a contract and does not in any way bind the County to any obligations.

7.2 The County is not responsible for costs incurred by anyone responding to the Request for Proposal.

7.3 Upon submission, all proposals become the property of the County, which retains the right to use any concept or idea presented in any proposal submitted, whether or not that proposal is accepted.

7.4 The County expressly reserves the right to amend or withdraw this RFP at any time. It further expressly reserves the right to reject any or all proposals.

7.5 The County is not bound to accept the lowest cost proposal.

7.6 Proposers are held legally responsible for their proposals.

7.7 The County reserves the right to negotiate any aspect of the proposal with any candidate and to negotiate with more than one candidate at the same time.

7.8 The County reserves the right to request any additional information at any stage of the RFP process.

7.9 The County reserves the right to waive any minor irregularities in the proposal request process.

7.10 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.

7.11 The proposer should assume a construction start in the Summer of 2026 or Early Spring 2027.

8. Contract Cancellation This contract may be terminated by either party under the following conditions:

8.1 The County may terminate the contract at any time at its sole discretion by delivering 30 days written notice to the Firm.

If the problem is service performance, Firm will be advised in writing of unsatisfactory performance and intent to cancel this contract. Firm will be given a period of time to ‘cure’ the performance. If the performance does not improve, Firm will be given 30 days written notice that the contract will be cancelled. Upon termination, the County’s liability will be limited to the pro rata cost of the services performed as of the date of termination.

8.2 In the event the Firm terminates the contract, for any reason whatsoever, it will require written certified letter notification delivered to the Purchasing Department not less than 60 days prior to said termination.

The Firm will, in turn, refund the County, within 30 days of said termination, all payments made hereunder by the County to the Firm for work not completed.

8.3 If at any time the Firm’s performance threatens the health and/or safety of the County or the public, the County has the right to cancel and terminate the contract without notice.

8.4 If the Firm fails to maintain and keep in force the insurance as required, the County has the right to cancel and terminate the contract without notice.

8.5 The County will retain the option to select a different CMaR after the completion of the preconstruction services phase or utilize a different selection and/or bidding process, if deemed to be in County’s best interest. The CMaR will need approval from the County Board prior to proceeding with a subsequent phase(s).

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: _______________________________________________________________________

Provide company name, address, contact person, telephone number, and appropriate information on the product(s) and/or service(s) provided to customers similar to those requested in this solicitation document. 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…