24-ENG07 RFP_CJC.pdf

CITY OF SUN PRAIRIE

REQUEST FOR PROPOSALS

RFP# 24-ENG07

Consulting Engineering Services for Municipal Engineering Projects

Date Issued: Wednesday, June 26, 2024

SUBMIT RFP TO

City of Sun Prairie

Finance Department

300 E Main St

Sun Prairie, WI 53590

SUBMISSION DEADLINE

Wednesday, July 24, 2024, 2:00 PM

TABLE OF CONTENT

I. NOTICE TO PROPOSERS

A. Summary

B. Important Dates

C. How to Submit a Proposal

D. Contact Information

E. Inquiries, Clarification & Exceptions

F. Addenda

G. Bid Distribution Networks

H. Local Vendor Preference

I. Oral Presentations/Site Visits/Meetings

J. Acceptance/Rejection/Withdrawal of Proposals

K. Public Record Law Compliance

L. Public Records Notice

M. Tax Exempt

N. Cooperative Purchasing

O. Terms of Contract

P. Cancellation/Termination of Contract

Q. Evaluation Process and Scoring

R. Insurance and Indemnification Requirements

II. DESCRIPTION OF RFP

III. REQUIRED INFORMATION

I. NOTICE TO PROPOSERS

A. Summary The City of Sun Prairie’s Engineering Department is soliciting proposals from qualified vendors for Consulting Engineering Services for Municipal Engineering Projects. The award will be based on the highest-scoring qualified vendors and/or potential interviews. Vendors submitting proposals are required to read this Request for Proposals “RFP” in its entirety and follow the instructions contained herein.

B. Important Dates

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

Issue Date: Wednesday, June 26, 2024 Questions Issue Date: Wednesday, July 10, 2024 Answers Posted Date: Wednesday, July 17, 2024 Due Date: Wednesday, July 24, 2024, 02:00 PM CST

C. How to Submit a Proposal

Electronic proposal in a PDF format stored on a common media (CD, DVD, or flash drive), identical in content and sequence to hardcopy proposal. Cost must be submitted separately.

Signature Affidavit (Form A): One Copy Receipt of Forms (Form B): One Copy Vendor Profile and Qualifications (Form C): One Copy References (Form D): One Copy Insurance and Indemnification(Form E): One Copy Sustainability Questionnaire (Form G): One Copy Cost Proposal (Form F): One Copy in separate email or attachment Printed or Electronic Proposal: One Copy (Cost separately)

All proposal costs are the expense of the proposer. The City will not consider illegible proposals. Elaborate proposals beyond that sufficient to present a complete and effective proposal, are not necessary or desired.

Complete and return the proposal (no more than 30 pages total) and Forms A through G to City of Sun Prairie Finance Department by Wednesday, July 24, 2024, 02:00 PM CST.

All proposals must be clearly labeled:

Proposer’s Name and Address

RFP #: 24-ENG07

Title: Consulting Engineering Services for Municipal Engineering Projects Due: Wednesday, July 24, 2024, 02:00 PM CST

All email correspondence must include the RFP # in the subject line.

Delivery of electronic copy to: via email to purchase@cityofsunprairie.com or on a commonly used media with the hard copies

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

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

D. Contact Information

The City of Sun Prairie Engineering Department is the procuring agency:

Attn: Tom Veith, P.E., Engineering Director - City of Sun Prairie Engineering Department 300 East Main Street Sun Prairie, WI 53590 tveith@cityofsunprairie.com

E. Inquiries, Clarification & Exceptions Proposers are to raise any questions they have about the RFP document without delay.

Direct all questions, in writing via email, to the department contact listed above in section D. No direct questions or calls to City Staff regarding the RFP are permitted. Contacting staff may result in disqualification.

Proposers finding any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP document shall immediately notify the buyer and request clarification.

In the event that it is necessary to provide additional clarification or revision to the RFP, the City will post an addenda – see Addenda below. Proposers are strongly encouraged to check for addenda regularly.

Proposals should be as responsive as possible to the provisions stated herein. A prospective vendor may take an “exception” to bid terms, conditions, specifications, and dates stated within the bid package. However, the City of Sun Prairie reserves mailto:purchase@cityofsunprairie.com the right to disqualify any and all bids submitted which include exceptions, if deemed not in the City’s best interests.

F. Addenda

In the event that it is necessary to provide additional clarification or revision to the RFP, the City will post addenda to the same websites as the original distribution – see G below. It is the proposer’s responsibility to regularly monitor the websites for any such postings.

Proposers must acknowledge the receipt of any addenda on Form B. Failure to retrieve addenda and include their provisions may result in disqualification.

G. Bid Distribution Networks

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

o VendorNet System: State of Wisconsin and local agencies bid network. Registration is free.

Home Page: http://vendornet.state.wi.us/vendornet o DemandStar by Onvia: National bid network – Free subscription is available to access proposals from the City of Sun Prairie and other Wisconsin agencies participating in the Wisconsin Association of Public Purchasers (WAPP). A fee is required if subscribing to multiple agencies that are not included in WAPP.

Home Page: www.demandstar.com To Register: www.onvia.com/WAPP

Bid Opportunities: http://www.cityofsunprairie.com/504/Bid-Opportunities

H. Local Vendor Preference The City of Sun Prairie has included a local vendor preference granting a scoring preference to local suppliers. The “local area” is defined as a physical address where the entity does business within the City of Sun Prairie. United States Post Office boxes or other private postal boxes are insufficient to satisfy the requirements of this section.

Exemptions and limitations may apply. Due to state law, buy local preference may not apply to public works projects. Due to federal restrictions, federally funded programs are also exempt.

Exemptions will also be made for emergencies, sole source purchases, cooperative purchasing agreements, and cases in which a local vendor is not qualified as determined by City staff. If it is determined by City staff that a vendor has misrepresented its local status, it will be ineligible to receive preference.

http://vendornet.state.wi.us/vendornet http://www.demandstar.com/ http://www.onvia.com/WAPP http://www.cityofsunprairie.com/504/Bid-Opportunities

I. Oral Presentations/Site Visits/Meetings Proposers may be asked to attend meetings, make oral presentations, inspect City locations, or make their facilities available for a site inspection as part of this RFP process. Such presentations, meetings, or site visits will be at the proposer’s expense.

J. Acceptance/Rejection/Withdrawal of Proposals

The City reserves the right to accept or reject any or all proposals submitted, in whole or in part, and to waive any informalities or technicalities, which at the City’s discretion is determined to be in the best interests of the City. Further, the City makes no representations that a contract will be awarded to any proposer responding to this request.

The City expressly reserves the right to reject any and all proposals responding to this invitation without indicating any reasons for such rejection(s).

K. Public Record Law Compliance

It is the intention of the City to maintain an open and public process in the solicitation, submission, review, and approval of contracts.

a. The parties acknowledge that the City is a municipal corporation legally bound to comply with the Wisconsin Public Records Law and Open Meetings Law (see sections 19.32-19.39 and 19.81-19.98, Wis. Statutes) and that, unless otherwise clearly allowed by law to be an exception to the Public Record Law and confidential, all aspects of this agreement are subject to open disclosure and are a matter of public record. It is further agreed that neither party will take any action to obstruct the operation of these laws. To comply with any request under said Public Record Law, the provider/contractor herein shall produce copies of all materials, gathered or produced or modified pursuant to this Contract to the City, in their original (i.e., electronic or digital, etc.) format at actual cost of reproduction, without profit. According to Wisconsin case law, even if records are created or maintained by, or in the custody of, the provider as an independent contractor, they, along with the raw data used to create the record, are nevertheless public records that must be made available to the public within a reasonable time and without delay upon request by any person, and in the format in which they were created. Provider/contractor agrees to hold City, its agents, officials, and employees harmless and to indemnify them and City for all costs, fees, including all reasonable attorney fees and expenses of all kinds, and any judgments, orders, injunctions, writs of mandamus, and damages or expense of whatever kind for which City or its agents, officials or employees may expend or be held liable due to the Provider/contractor’s failure to comply with the Wisconsin Public Records and Open Meetings laws, or with this Agreement.

b. Any Public Records Law request received directly by a contractor related to this Contract with the City shall immediately be reported to the City Administrator.

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

– defined in State of Wisconsin Statues – may be held confidential.

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

S. 19.36(5)

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

134.90(1)(c).

S. 134.90(1)(c)

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

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

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

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

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

M. Tax Exempt

The City of Sun Prairie as a municipality is exempt from payment of federal excise taxes and State of Wisconsin taxes per Wisconsin statute 77.54(9a). Federal Tax ID #39-6006382. A completed Wisconsin Department of Revenue Form S-211 (R.2-00) can be found on the City website. Our tax-exempt number is ES 42322.

N. Cooperative Purchasing

Bidders may choose to extend prices offered on bids to other municipalities. Under Wisconsin Statutes, a municipality is defined as a county; city; village; town; school district;

board of school directors; sewer district; drainage district; vocational, technical, and adult education district; or any other public or quasi-public corporation, officer, board or other body having the authority to award public contracts. This is known as “cooperative” or “piggyback” purchasing, a practice common amongst units of government. The City is not responsible for any contract resulting from a cooperative purchase using this RFP as a basis;

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

O. Terms of Contract

1. Term of Contract – The term of the contract shall be for a one (3) three-year period to commence on: Wednesday, August 21, 2024, ending on Friday, August 20, 2027.

2. Option to Extend – The City of Sun Prairie reserves the right to extend the contract for one (1) two (2) year renewal option, upon the same or more favorable terms and conditions, and under mutual agreement of both parties.

3. Contract Extension Pricing – Contract prices on an extended contract will be adjusted (escalated or de-escalated) based upon the average annual change in the Consumer Index for “All Items” published by the Bureau of Labor Statistics (BLS) (Table 1A. Consumer Price Index for All Urban Consumers (CPI-U): U.S. city average, by expenditure category and commodity and service group, Expenditure Category “All Items”). The CPI-U value is published by the BLS at its website: http://www.bls.gov/cpi/news.htm

The price for an option year shall be based upon the percent change in the CPI- U from the preceding year applied to the current contract year price to obtain the option year price.

The City of Sun Prairie reserves the right to discontinue the contract’s remaining option year and may elect to re-advertise the contract in whole or in part when changes in prices are not mutually acceptable between the contractor and the City.

Any and all changes to the contract terms and conditions shall be evidenced in writing by amending/modifying the contract.

4. Subcontracting Regulations – Successful vendor(s) will not be permitted to sublet, sell, transfer, assign, or otherwise dispose of the contract or any portion therein, or its right, title, or interest in, to any person, vendor, or corporation.

P. Cancellation/Termination of Contract

The City of Sun Prairie may terminate the contract at any time at its sole discretion by delivering 30 days written notice to the contractor. Upon termination, the City’s liability will be limited to the pro rata cost of the services performed as of the date of termination plus expenses incurred with the prior written approval of the City. In the event that the contractor terminates the contract, for any reason whatsoever, it will refund to the City within 30 days of said termination, and all payments made hereunder by the City to the contractor for work not completed or not accepted by the City. Such termination will require written notice to that effect to be delivered by the contractor to the City not less than 30 days prior to said termination.

http://www.bls.gov/cpi/news.htm

Q. Evaluation Process and Scoring

Evaluation Team

The RFP will be reviewed by the Evaluation Team. The evaluation team consists of at least three members and at most five members. At least one member from each of the following departments: The department that initiated the RFP, the reporting committee, and the Finance Department. All proposals will be scored individually. The staff member from the Finance Department will oversee the evaluation process to ensure fairness within the process. This process may take a few hours or a few days, depending on the number and length of proposals and the availability of those on the evaluation panel.

The evaluation team will examine each proposal to determine if all minimum requirements have been met to warrant further evaluation. Proposals meeting the minimum requirements will be evaluated in accordance with the point rating system. To qualify as a competent proposer written proposals must achieve an overall minimum of 80 % for the categories marked with an asterisk (*).

Minimum Requirements

1. Proof of at least fifteen (15) years of previous experience working in areas of general municipal engineering within the Dane County area.

2. The firm must have the ability to travel to the Sun Prairie area as projects require and have an office within 30 minutes of City Hall. The address to be used is 300 East Main Street, Sun Prairie WI.

3. The firm must be able to solely provide all core discipline services required for general engineering including:

a. Municipal Services – Street reconstruction, construction administration, and construction inspection services

b. Plan Review and Construction Related Services for private development

c. Stormwater Resources

d. Wastewater Engineering

e. Potable Water System Engineering

f. Transportation Engineering

g. Secondary services are not mandatory but would be considered beneficial in the proposal:

i. Grant Funding

ii. Real Estate acquisition services

iii. Roundabout design services

iv. Environmental Engineering

v. Wetland delineations

vi. Trenchless technology

vii. Structural design and analysis

viii. GIS services

4. The Firm’s office located within 30 minutes of City Hall shall have adequate staff to serve multiple projects in multiple disciplines concurrently.

Evaluation Criteria and Process

Evaluations of the proposals will be based on a weighted point system as follows:

Criteria Description Point Weight 1 Qualifications of Firm* 40 2 Relevant Experience of Firm* 30 3 Costs 15 4 Sustainability 5 5 Local Preference 5

6 DBE/WBE/DVB 5

TOTAL 100

Definition of Major Criteria Categories:

Qualification of Firm: The evaluation is based on qualifications and competence in relation to the scope of the project, the overall approach and strategy described in the proposal, the company’s capacity to perform the work within the specified timeframe, the professional qualifications of key personnel related to the work described in the scope of the project. The services required are listed previously in the minimum requirements. Non-core services not provided in-house will need to be identified. Joint proposals with other firms will not be considered.

Provide the minimum information for the City of Sun Prairie consideration:

• Provide the history of the firm and information to understand the ability to service the City of Sun Prairie.

• Provide the available capacity and approach to assist the City of Sun Prairie with the task and information requested in the RFP.

• Provide the name and resume of the client liaison for the City of Sun Prairie.

• Provide key staff members, resumes, and support teams for each core discipline service.

• Provide key staff members, resumes, and support teams for each specific specialty that is outside the core services. Identify the services not provided by your firm.

• Provide an organizational chart for staffing in each specific core value and specialty service that will be provided to the City of Sun Prairie.

o Include the number of employees that are within the local office.

o Provide hourly rate sheet for all positions including interns.

o Include the number of staff with licenses for the firm and within the local office as well.

i. Professional Engineer (P.E.)

ii. Professional Land Surveyor (PLS)

iii. Engineer-in-training (EIT)

iv. Professional Traffic Operations Engineer (PTOE)

v. Certified Floodplain Manager (CFM)

vi. Certified Wetland Delineator

Relevant Experience of Firm: Evaluation is based on the history of the company, the experience as they relate to the requirements within the RFP, evidence of past performance, quality, and relevance of past work, references, and related items.

Experience working with the City of Sun Prairie previously is important to include in the proposal. Providing resumes for the variety of work required for general engineering services and the specific specialty services provided within the RFP.

• The following is a list of items to be included in the proposal:

o Experience working within the City for Sun Prairie. Provide sample project, history of working with the City, demonstrate familiarity with City Standards, and any existing ongoing projects with the City.

o If not within the City of Sun Prairie, provide examples of similar experiences and scope of work with other municipalities.

o Provide a minimum of three municipal communities and references that your firm provides consistent engineering services. Please include any examples that are within Dane County.

o If applicable, provide a list of private development clients your firm is currently providing a service to within the City of Sun Prairie.

Sustainability: The City’s vision is to create and expand sustainability practices while always recognizing the interdependence of environmental quality, economic resiliency and growth, and social equity. Evaluation is based on the effect business has on the environment, society, and economy.

Local Preference: To qualify as “local,” a business must meet the following criteria:

• The portion of its employees working at facilities in the City of Sun Prairie (at least 50%)

• The portion of ownership vested with City of Sun Prairie residents (at least 50%); and

• The portion of sourcing within the City of Sun Prairie area (at least 15%)

DBE/WBE/DVB:

DBE (Disadvantaged-Owned Business Enterprise):

• At least 51 percent owned by one or more socially and economically disadvantaged individuals; and

• Controlled (managed and operated daily) by one or more socially and economically disadvantaged individuals.

WBE (Woman-Owned Business Enterprise):

• Organized as a for-profit business, performing a commercially useful function;

• At least 51 percent owned by one or more women; and

• Controlled (managed and operated daily) by one or more women

• There are no size restrictions for WBE certification

DVB (Disabled Veteran Business)

• At least 51% owned, controlled, and actively managed by an identified service-disabled veteran and serve a useful business function.

• The service-disabled veteran owner has demonstrated that they: 1) Have a certificate of release or discharge from active duty (Form DD214); 2) Reside in Wisconsin: and 3) Have a disability rating of at least 0% with the Department of Veteran’s Affairs or an Armed Services Branch.

• Evaluation of Criteria

Criteria 1 and 2: Qualifications of Firm and Relevant Experience of Firm:

The evaluation team will use the evaluation scoring guide below to evaluate these two criteria. Each criterion will have a maximum number of points assigned to it. Based on how well the proposal addressed each criterion, the evaluation team assigns a percentage of 0% up to a maximum percentage of 100% to each criterion and then multiplies the maximum points by the appropriate scoring percentage to compute the final score.

Evaluation Scoring Guide Percentage

Quality of Response

Description Strengths Relative to Requirement

Weaknesses Confidence In the Proposed Approach

90-100 Excellent The proposal addresses the requirements completely and exhibits outstanding knowledge, creativity, innovation, or other factors to justify this rating.

Meets requirements -numerous strengths in key areas.

None Very High

80-89 Good The proposal addresses the requirements completely and addresses some elements of the requirements in an outstanding manner

Meets requirements -some strengths in key areas

Minor - not in key areas

High

70-79 Moderate The proposal addresses most elements of the requirements.

Meets most requirements -minimal strengths provided in their response.

Moderate -does not outweigh strengths

Moderate

60-69 Marginal The proposal meets some of the RFP requirements.

Meets some of the requirements with some clear strengths.

Exist in key areas -outweighs strengths

Low

0-59 Unacceptable The proposal meets a few to none of the RFP requirements.

Meets a few to none of the requirements with few or no clear strengths.

Significant and numerous

No Confidence

For example:

Criteria (1) Point weight (2) Percentage (3) Final Score (2x3)

Qualifications of Firm 40 80% 32 Relevant Experience of Firm 30 90% 27

Criteria 3: Cost

The Finance Department will complete the evaluation of the cost points. The proposal with the lowest cost received the maximum points allowed. All other proposals receive a percentage of the points available based on their cost relationship to the lowest cost proposal.

Price of Lowest Cost Proposal X Maximum points available=Awarded Cost Points Price of Proposal Being Rated

For Example:

The cost for the lowest proposal is $100,000. The next lowest proposal has a cost of $125,000. If the total points available for the cost criteria = 15 points, the next lowest proposal would be assigned 12 points ($100,000/$125,000) x 15pts)

Criteria 4: Sustainability:

The proposal should demonstrate alignment with the City’s sustainability objectives, as outlined in the Task Force on Sustainability Report (specifically, Strategic Recommendations starting on page 11). Examples include business efforts to reduce resource consumption (electricity, fuel, water, materials, food, etc.) and associated emissions, relevant commitments to sustainability initiatives or goals, and progress towards or completion of industry-standard certifications (examples include GRI, LEED, ISO14001, SASB); relative to the type of product/service being provided. The evaluation team will use the scoring guide below to assess responses, understanding that sustainability is a broad undertaking with many potential strategies and outcomes.

Proposers are required to complete the Form G: Sustainability Questionnaire and submit it with the proposal.

https://www.cityofsunprairie.com/DocumentCenter/View/11354/Sun-Prairie-Sustainability-Report---Final-?bidId

Scoring Guide

Criteria Measurement Score Guidance

1. Reduction in product/service emissions, resource consumption

Absent (0), moderate (1-2), good (3-4), excellent (5-6)

0-6 Demonstrated, measurable reduction in electricity, fuel, water, materials, and food consumption related to the product/service.

2. Commitments to sustainability initiatives or goals

Absent (0), good (1), excellent (2)

0-2 Business initiatives (internal and external) and goals that support the community and environment.

3. Sustainability-related certifications

Absent (0), in progress or 1 certification (1), 2+ certifications (2)

0-2 Certifications recognize the pursuit of operational best practices and demonstrate alignment on shared values.

Overall Sustainability Score

Absent-Excellent 0-10 Refer to the provided guidelines

Criteria 5: Local Preference:

Local businesses meeting the criteria receive a full 5 points. Non-local business receives zero points

Criteria 6: DBE/WBE/DVB:

DBE/WBE/DVB certified businesses receive a full 5 points. Non-certified business receives zero points.

R. Insurance and Indemnification Requirements

Insurance coverage shall be in place prior to commencing work and shall remain in force until the entire project is completed or the length of time that is specified in the contract.

See Form E for requirements.

II. DESCRIPTION OF RFP

The City of Sun Prairie’s Engineering Department is seeking proposals for Consulting Engineering for Municipal engineering projects.

The Contract term is for three (3) years with one two (2) year renewal option.

The firm will be required to provide complete services as requested (i.e. schematic design, design development, construction documents, bidding, construction administration, post-construction, etc.) as well as any other identified special services on individual projects on a task order basis.

The scope of work will vary by project assignment. Projects may include:

• Street reconstruction design services

• Construction administration and inspection services,

• Surveying

• Wastewater collection system

• Potable water system engineering

• Stormwater design and modeling

• Multi-modal transportation engineering

• Real Estate Services

• Traffic engineering & traffic impact analysis

• Traffic Safety Assessment

• Signal Design / Roundabout Design

• Environmental engineering (Phase I & II, Remediation)

• Trenchless technology

• Structural Design and Analysis (Bridge, pedestrian bridge, retaining wall)

• Stormwater engineering

• Hydraulic engineering

• Floodplain management

• Site plan review & private development review

• Impact fees

• Grant funding

• Post-construction services

• GIS services

III. REQUIRED INFORMATION

• Technical Proposal including approach to providing a variety of general engineering and qualifications of key staff.

• Forms A – G (Form F to be submitted separately)

• Your 2024 rate form is to be sent separately from the proposal. Please include any escalators in the

3-year term.

R. Insurance and Indemnification Requirements