Preparation & Submission Requirements, Page 1 of 5

WAUKESHA COUNTY, WISCONSIN

REQUEST FOR PROPOSAL #2026012

Utility Management Services

April 10, 2026

CONTACT INFORMATION

Buyer Meghan Hennig

E-mail mhennig@waukeshacounty.gov

Fax 262-548-7668

Mailing Address Waukesha County Purchasing Division 515 W. Moreland Blvd, Rm AC310 Waukesha, WI 53188

SCHEDULE OF EVENTS

The following dates are provided for your information and planning purposes. Although every effort will be made to follow this schedule, we reserve the right to modify the dates as necessary.

RFP released: Friday, April 10th, 2025, at 10:00 am CST/CDT

Preliminary Questions Due from vendors: Thursday, April 23rd,, 2026, by 2:00 pm CST/CDT

Amendment Issued: Monday, April 27th, 2026, by 4:30 pm CST/CDT

Proposals Due: Thursday, April 30th, 2026, by 2:00 pm CST/CDT

Notice of Interviews: Wednesday, May 6th, 2026 (If required)

Interviews, if required: Monday, May 11th, 2026 (if required)

Finance Committee Approval: Wednesday, May 20th, 2026

Contract Executed: Friday, May 29th, 2026 mailto:mhennig@waukeshacounty.gov

Preparation & Submission Requirements, Page 2 of 5

REQUEST FOR PROPOSAL

PREPARATION, SUBMISSION, PROCESS AND AWARD

1. COMMUNICATION

This RFP is issued on behalf of Waukesha County by the Purchasing Division. The Buyer assigned to this RFP, along with contact information, is noted on Page 1. The Buyer is the sole point of contact during this process and no information provided by any other personnel will be considered binding.

The County prohibits communication initiated by the respondent to any County official, employee or representative evaluating or considering the proposals, prior to the time an award has been made.

All respondents should use this written document, its attachments, and any amendments as the sole basis for responding.

2. ACCESS TO COUNTY BUILDINGS

Controlled access screening is mandatory for all vendors seeking access to the Courthouse and Administration Building. Anyone visiting either building is to enter and exit the facilities through the main Courthouse public entrance (Door #2), 515 W. Moreland Blvd. Screening will take place in the lobby of the Courthouse. A corridor near the Courthouse lobby connects both buildings together.

Click on the following link for more detailed information regarding the screening process:

https://www.waukeshacounty.gov/sheriff/court-services/controlled-access-screening/. A map of the Government Center campus identifying public access points and parking areas is also included on the bottom of the page.

Allow sufficient time to get through the screening process if you are hand delivering your responses or attending a meeting.

3. CLARIFICATIONS/AMENDMENTS

If you discover any significant ambiguity, error, omission, or other deficiency in the RFP, immediately notify the Buyer via the Opportunity Q&A in Waukesha County’s Bonfire portal. All other questions, clarifications or exceptions regarding the RFP document must be submitted to the Buyer via the Opportunity Q&A in Bonfire prior to the submission of the proposal. We encourage you to submit preliminary questions prior to the pre-proposal conference (if applicable). Please note the due dates and times noted on Page 1 for both preliminary and final questions.

If it becomes necessary to clarify or revise any part of this RFP, amendments will be posted to the Waukesha County Bonfire portal via Public Notices with applicable Public Files, in accordance with the schedule on Page

1. It is the responsibility of prospective vendors to check the portal for any amendments prior to the opening date. All amendments must be acknowledged on the RFP Signature Page in the area provided. Failure to do so may result in your response being rejected.

4. CONTENTS OF PROPOSAL

All attachments, additional pages, addenda, or explanations supplied by the vendor with their proposal will be considered as part of the proposal response.

5. NONCONFORMING TERMS AND CONDITIONS

A response that includes contractual terms and conditions that do not conform to the contractual terms and conditions in the RFP document are subject to rejection as nonresponsive. Waukesha County reserves the right to permit the respondent to withdraw nonconforming terms and conditions from its response or negotiate changes to the contractual requirements prior to making a determination of responsiveness.

6. REVISIONS OR WITHDRAWAL OF PROPOSALS BY VENDOR

Vendors can work on their proposal responses in a “Work in Progress” status. While in such status, vendors can continue to revise their proposals as it is considered an incomplete submission. There is no need to withdraw an incomplete submission. However, if you already clicked to “Submit and Finalize” your submission, you need to return it to the “Work in Progress” status by following the instructions in Bonfire to https://www.waukeshacounty.gov/sheriff/court-services/controlled-access-screening/ https://waukeshacounty.bonfirehub.com/

Preparation & Submission Requirements, Page 3 of 5 un-submit. Once your revisions are complete, you will need to re-submit and finalize your submission for it to be considered; past submissions that have been un-submitted will not be considered. Vendors can revise or withdraw their submission as long as the opportunity is still open.

7. PROPOSAL FORMAT & SUBMISSION

A. Format Proposal Responses must be submitted electronically via Waukesha County’s Bonfire portal. For the

County to adequately compare proposals and evaluate them uniformly and objectively, firms must complete the required proposal response and pricing documents provided by the County. Uploading an incorrect template will result in errors and will prevent you from completing your submission.

B. Response Submission - SIGNATURE PAGE:

You must submit the RFP Signature page with your response. Be sure to acknowledge any amendments issued, if applicable, in the box located above the signature area. The RFP Signature Page must be submitted as indicated in the Requested Information on Waukesha County’s Bonfire portal.

C. Response Receipt:

Proposals are accepted in the Bonfire portal as long as the opportunity is still open. After you “Submit & Finalize” your proposal, you will be directed to your “Submission Receipt”. This provides a comprehensive breakdown of all the information from your submission.

D. Bid/RFP Opening:

Waukesha County conducts Bid/RFP openings telephonically instead of in-person. If you desire to attend the telephonic opening for this RFP, please use the following dial-in access code to join in on the opening. We ask that participants mute their phones except for when they need to speak during the opening. Waukesha County complies with the Americans with Disabilities Act. Please contact us at (262) 548-7888 in advance of the proposal opening and efforts will be made to accommodate your needs.

Dial-In Numbers:

262-896-8001 Participant Access Code: 9961268

Proposal responses will be opened, and the name of the respondents read; however, details of each proposal, including proposed fees, will not be announced at the time of opening. Such information shall be made public after an award has been made and all negotiations are completed.

All proposals received in response to this request will become the property of the County and will not be returned to the respondents.

8. INTERVIEWS

Interviews may be required of selected finalists at their expense. Finalists will be notified of the date and time in accordance with the schedule on Page 1. Respondents selected must be available on the days noted

– no exceptions. Respondents not selected will also be notified.

Upon completion of the interview process, Waukesha County reserves the right to request a BAFO (Best and Final Offer) from any or all of the selected finalists. However, an award may be made without the interview or BAFO process; therefore, respondents are cautioned that proposals should be submitted on the most favorable terms, from both a technical and cost standpoint.

Respondents who are not selected will be notified that their proposal will no longer be considered unless the evaluation committee finds, after the completion of interviews, that additional respondents should be interviewed.

9. EVALUATION & AWARD

Proposals will be evaluated in accordance with the criteria listed below. Award will be made to the responsive, responsible Contractor who complies with the requirements and scores the highest total on the evaluation criteria as it pertains to the overall needs of Waukesha County.

https://waukeshacounty.bonfirehub.com/

Preparation & Submission Requirements, Page 4 of 5

Firms (and Subcontractor’s if applicable) experience and qualifications and demonstrated ability to provide environmental services of a similar nature.

10%

Experience and qualifications of staff assigned and relevant training for the provision of service, including subcontracted personnel, to be based on resumes and/or job descriptions.

35%

Response to Scope of Services including a clear understanding of project scope and approach / methodology.

30%

Cost 25%

10. OTHER CONSIDERATIONS

Factors which include, but are not limited to, quantity involved, time of completion, purpose for which required, competency and financial capacity of vendor, ability to render satisfactory service and past performance will be considered in determining status as a responsible vendor. The County reserves the right to request additional information as may reasonably be required to make this determination and to further investigate the qualifications of the respondent as deemed appropriate.

11. RESERVATIONS

This RFP does not commit the County to pay any costs incurred in the preparation of a response to this request or to procure or contract for services or supplies. The Purchasing Division reserves the right to accept or reject any or all proposals received as a result of this request, request additional information, waive minor irregularities in the procedure, negotiate with any qualified source, or to cancel this RFP in part or in its entirety.

12. NON-INTEREST OF COUNTY EMPLOYEES AND OFFICIALS

No County official, employee or representative on the evaluation committee shall have any financial interest, either direct or indirect, in the proposal or contract or shall exercise any undue influence in the awarding of the contract.

13. CONTRACT DOCUMENTS

The successful vendor will be required to execute the contract posted along with this RFP reference DPW # 2026012, DPW Utility Management Services Contract, Attachment A-Proposed Contract.

This document is not to be executed at this time nor returned with your response; it will only be required of the successful vendor.

14. RFP TABULATIONS

RFP tabulations are available to the public after contract execution, approximately 30 days from the date of award. RFP Tabulations can be found at our website (https://purchasing.waukeshacounty.gov/bids_list.aspx).

If you are unable to access the Internet, you may contact 262-548-7888 for a hard copy. Copies are 15 cents per page plus postage costs if applicable.

https://purchasing.waukeshacounty.gov/bids_list.aspx mailto:contact

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RFP Document, Page 1 of 4

WAUKESHA COUNTY

REQUEST FOR PROPOSAL RFP #

UTILITY MANAGEMENT SERVICES

I. INTRODUCTION

Waukesha County (County) is seeking proposals from qualified firms for Utility Management Services on an as-needed basis. The general scope of services under this contract is to verify utility compliance with their respective Waukesha County approved Utility Permit and provide as-built documents on completion of said permitted work.

The County does not guarantee any minimum or maximum number of hours to be procured as a result of this RFP. All requests for such service will be subject to the appropriate County approvals at the time service is requested.

II. FIRM ELIGIBILITY

Firms responding must be able to comply with the following:

A. To be considered for the project, the engineering firm must be included on the current Wisconsin

Department of Transportation's Roster of Eligible Engineering Consultants. In addition, the description of services offered on the roster must include the services required to complete the proposed project with the exception of work in specialized areas that will be conducted by sub-consultants selected by the successful engineering firm.

B. Sub-consultants must be licensed to practice in the State of Wisconsin and have been in business for a minimum of five (5) years.

C. Be registered to do business in the State of Wisconsin with the Department of Financial Institutions (https://www.wdfi.org/) prior to award.

Organizations Transacting Business in Wisconsin: Chapters 178, 179, 180, 181, and 183 of the Wisconsin Statutes contain a general provision that the following shall not transact business in this state until it has obtained a certificate of authority or registration from the Department of Financial Institutions:

A foreign (out-of-state) corporation, Nonstock Corporation, limited partnership, limited liability Company, cooperative association, or limited liability partnership.

Therefore, in order to be eligible for award, Firms meeting the above criteria must be registered to do business in the State of Wisconsin with the Department of Financial Institutions (https://www.wdfi.org/corporations/foreign_entities.htm) within ten (10) business days after award but no later than prior to contract execution. Note: For assistance, please contact the State of Wisconsin Department of Financial Institutions directly. Waukesha County cannot provide any advice, legal or otherwise, related to this matter.

III. SCOPE OF WORK

A detailed discussion of the Scope of Services and special provisions for the project are contained in the proposed Contract for utility management services in DPW Utility Management Services RFP 2026012.

The Consultant must be available as needed to provide utility management services. These services may include the following:

Pre-Construction Utility Coordination:

• Review of utility permits, requirements, and specifications.

• Coordination with County staff, utility, and the utilities contractors.

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• Coordination with town and municipal public works staff, as necessary for coordination of project interfacing.

Utility Construction Monitoring:

• Survey field locations of critical utilities as needed.

• On-site monitoring and supervision of utility activities.

• Conflict resolution in coordination with County staff.

• Tracking of contractor work schedule.

Documentation and Reporting:

• Documenting (x,y,z) location of adjusted/relocated utility facilities utilizing plan stationing and Waukesha County coordinate system.

• Maintain detailed daily logs of utility activities recording the following:

o Hours on-site, weather conditions, daily activities, discussions/ conversations, general daily observations, and capturing digital photos of utility construction progress and log.

o Complete the daily logs and deliver digital document(s) to the Program Manager on a weekly basis, or more frequently as determined by the project team. Handwritten submissions will not be accepted.

• Provide weekly progress reports to the Public Works Department.

Project Closeout:

• Conduct a final inspection/verification of permit compliance. Survey field locations as needed.

• Provide utility CAD as-built plans. If multiple utilities are included in the as-built plan, each utility shall be shown in a different layer.

When services are needed, the County will provide consultant a project description and/or the scope of service for the project. The Consultant will be invited to submit a quote of their estimated hours and work plan. The hourly rate will be based on the cost submitted in the pricing document.

Prior to commencement of any activity, a Statement of Work will be signed by both Waukesha County and the Consultant which, at a minimum, delineates the scope of services required, the personnel to be utilized, the required deliverables and the maximum compensation for the specific project.

Neither the number nor the identification of utility projects that may be involved is known at this time.

Waukesha County makes no representation as to:

(1) The actual number or identity of the utility projects for which services will be required.

(2) The timing and sequence of the need for services.

(3) The conditions that may be encountered at any site.

The County does not guarantee any minimum or maximum number of hours of services to be procured as a result of this RFP. All requests for such service will be subject to funding.

V. OTHER

A. All employees of the Contractor shall have knowledge and experience including all applicable current licenses, certifications, and permits necessary to perform assigned duties.

B. Any employee of the Contractor, who in the opinion of Waukesha County is incompetent or whose conduct becomes detrimental to the work and safety, shall be immediately removed from the project.

C. Contractor shall follow all applicable laws and regulations necessary to perform services, including but not limited to the following: OSHA, TSCA, RCRA, CERCLA, and those applicable chapters of the Wisconsin Administrative Code administered by the Departments of Agriculture, Trade and Consumer Protection and Natural Resources.

D. Contractor will be required to be knowledgeable regarding all relevant conditions in Waukesha County, all applicable federal, state and local laws, rules, regulations, codes, and other requirements that apply to the Scope of Services; and to have (or obtain at Contractor’s expense) all appropriate resources, licenses, and permits to accomplish the Scope of Services in accordance with all the terms and

RFP Document, Page 3 of 4 conditions of the contract with the County and for the compensation quoted in the firm's proposal, and to take same into account when submitting its proposal.

E. The Contractor's field personnel shall be trained for hazardous waste site operations in accordance with the United States Department of Labor Occupational Safety & Health Administration's Safety & Health Standard.

F. Waukesha County supports the Immigration and Nationality Act (INA) which includes provisions addressing employment eligibility, employment verification and non-discrimination. The filing of a proposal in response to this RFP is considered certification that the proposer is in compliance with the INA and has established appropriate procedures and controls so that no services under this contract will be performed by a worker who is not legally eligible to perform such services.

G. All subcontractors must be identified in your proposal response. If subcontractors are used, Waukesha County will consider the proposing firm to be the Prime Contractor and to be solely responsible in all contractual matters, including payment of any and all charges resulting from such Subcontractor arrangements. The Prime Contractor will be fully responsible for the acts, errors, and omissions of the subcontractor.

VI. TERM/PRICING

Term: The term of this contract will be for a 1-year period commencing approximately 6/1/2026- 5/31/2027.

After the initial one-year period, the contract may be extended up to four (4) additional one -year terms agreeable to both parties.

Continuation beyond 12/31 of any given year is contingent upon appropriation of funds by the appropriate County Officials

Pricing: Respondents are to quote hourly rates for professional services (firm fixed cost) including billing rates for the members of the project team in the pricing document only. Pricing will be firm for the first one-year period through May 31, 2027.

Fees shall include costs for all personnel whether on the job site, in the home office, or as a sub-consultant hired by the consultant. Items which are normally referred to as reimbursable expenses, including but not limited to transportation, long distance communications and other documents, overtime work requiring higher than regular rates, additional insurance requested in excess of that normally carried by the Consultants, computer-aided design and drafting equipment, are to be included in the fee for which no additional compensation will be due.

For any of the renewals taken after the initial 1-year period, pricing may be adjusted once per contract year in accordance with the Employment Cost Index, Private Industry Wages and Salaries, 12-month percent change not seasonally adjusted for the United States, Service Occupations, all workers, or 3% of the previous year’s cost, whichever is lower. Notification of any requested increase is required, in writing, to Waukesha County Purchasing from the Consultant 90 days prior to the expiration and must include sufficient information to support the request for increase.

The County reserves the right to request a price decrease based on a downward trend of the aforementioned index.

VII. COMPENSATION

Compensation shall be in accordance with the Contractor’s stated rates in their proposal pricing document.

For each engagement, the final 10% of the maximum compensation amount will be retained by Waukesha County until the project has been completed and acceptance of all deliverables and documentation identified in the Statement of Work for each project. The Contractor will be informed of this retainage prior to the start of any activity.

Waukesha preference is to pay for goods/services on a P-Card. Indicate in the pricing document whether you will accept Visa for payment purposes. Vendor should note how many days after receipt and acceptance of goods/services or receipt of invoice (whichever is later), payment must be processed to accept the credit card. Please keep in mind that we will not process payment until/unless compliance with the requirements/receipt of goods are confirmed and that Waukesha County requires a minimum of two (2) days to process p-card payments.

RFP Document, Page 4 of 4

If you are unable to accept credit card, payment will be made within thirty (30) days after acceptance of services and receipt of a properly documented invoice. Note: Invoice must be sent to the location specified on the purchase order to avoid delays in payment.

VIII. INSURANCE

Awarded vendor agrees that it will at all times during the term of this agreement, keep in force and effect, insurance policies as outlined below, issued by a company or companies authorized to do business in the State of Wisconsin and satisfactory to the County. Such insurance shall be primary. Upon execution of this agreement, Contractor shall furnish the County with a Certificate of Insurance and upon request, certified copies of the required insurance policies. The Certificate shall reference this contract. The County shall be given thirty - (30) days advance notice of cancellation or non-renewal of insurance during the term of the contract.

WORKERS’ COMPENSATION AND EMPLOYER’S LIABILITY INSURANCE – Workers’ compensation insurance providing statutory worker’s compensation benefits and employer’s liability with a limit not less than $100,000 for each accident. Contractor shall require subcontractors not protected under its insurance to take out and maintain such insurance.

COMMERCIAL GENERAL LIABILITY INSURANCE - Policy shall provide coverage for premises and operations, products and completed operations, blanket contractual, personal injury and fire damage.

Limits of liability not less than $1,000,000 each occurrence and aggregate.

Upon execution of this agreement, the Contractor shall furnish the County with a Certificate of

Insurance referencing this contract. Waukesha County, its officers, agents and employees must be named as additional insured on the general liability policy and listed as such on the certificate of insurance.

AUTOMOBILE LIABILITY - Business automobile policy covering all owned, hired and non-owned private passenger autos and commercial vehicles. Limit of liability not less than $500,000 combined single limit.

PROFESSIONAL LIABILITY/ERRORS OR OMISSIONS INSURANCE – Policy shall provide liability coverage for damages arising out of the negligent acts, errors, or omissions of the Contractor in the conduct of their work. Policy shall indicate pollution coverage with limits of liability not less than $1,000,000 each occurrence and aggregate.

DEDUCTIBLES AND SELF-INSURED RETENTIONS Any deductibles or self-insured retentions (SIRs) must be declared to and approved by the County. At the option of the County, either: the CONSULTANT shall reduce or eliminate such deductibles or SIRs or procure a bond guaranteeing payment of losses and related investigations, claim administration, and defense expenses. The CONSULTANT understands that any and all deductibles and SIRs shall be assumed by and be for the account of, and at the sole risk of the CONSULTANT.

CLAIMS-MADE COVERAGE – For claims-made coverage, the retroactive date of coverage for policies in force during this CONTRACT shall be no later than the inception date of this CONTRACT unless the policy in force at the inception date of this CONTRACT is extended indefinitely to cover all acts. Coverage shall be extended beyond this CONTRACT and policy year either by a supplemental extended reporting period for at least two (2) years after work has been completed and accepted with no less coverage or by providing a retroactive date no later than the inception date of this CONTRACT for any policy issued within two (2) years after work has been completed and accepted. The retroactive date shall be stated on the Certificate of Insurance.

END OF DOCUMENT