4-RFQ 2025037 - Eng Design CTH NN - RFQ Document.pdf

Preparation & Submission Requirements, Page 1 of 5

WAUKESHA COUNTY, WISCONSIN

REQUEST FOR QUALIFICATIONS (RFQ) #

2025037 ENGINEERING/DESIGN SERVICES

CTH NN SIGNALIZED INTERSECTIONS

CONTACT INFORMATION

Buyer Lisa Mesheski E-mail lmesheski@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.

Release of RFQ Tuesday, July 29th, 2025

Questions Due Tuesday, August 12th, 2025 by 10:00 am CST/CDT

Amendment Posted Friday, August 15th , 2025 by 4:30 pm CST/CDT

Proposals Due Tuesday, August 26th, 2025 by 2:00 p.m. CST/CDT

Notice of Interviews (if required) Tuesday, September 9th, 2025 by 4:30 pm CST/CDT

Interviews (if required) Tuesday, September 16th, 2025, Time(s) to be determined

Submittal of WisDOT selection form Thursday, September 23rd, 2025

WisDOT approval process Through Tuesday, October 7th, 2025

Contract Scoping Meeting By Thursday, October 16th, 2025

Finance Committee (if required) Wednesday, October 1, 2025

Contract Negotiations Completed by Friday, November 21st , 2025

Contract Execution No later than Friday, December 26th, 2025

Preparation & Submission Requirements, Page 2 of 5

REQUEST FOR QUALIFICATIONS

PREPARATION, SUBMISSION, PROCESS AND AWARD

1. COMMUNICATION

The Purchasing Division issues this Request for Qualifications (RFQ) on behalf of Waukesha County Department of Public Works (Sponsor). The Buyer assigned to this RFQ, 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 Sponsor prohibits communication initiated by the respondent to any County official, employee or representative evaluating or considering the statements of qualifications (SOQ), 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 Waukesha County 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/securityscreening.

Allow sufficient time to get through the screening process if you are attending a meeting.

3. CLARIFICATIONS/AMENDMENTS

If you discover any significant ambiguity, error, omission, or other deficiency in the RFQ, immediately notify the Buyer in writing. All other questions, clarifications, or exceptions regarding the RFQ document must be raised prior to the submission of the SOQ. Please note the due dates and times noted on Page 1 for final questions. All questions must be submitted to the Buyer via the Opportunity Q&A in Bonfire.

If it becomes necessary to clarify or revise any part of this RFQ, 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 website for any amendments prior to the opening date.

All amendments must be acknowledged on the RFQ Signature Page in the area provided. Failure to do so may result in rejection of your response.

4. CONTENTS OF SOQ

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

5. AMENDMENT/WITHDRAWAL OF SOQ BY CONSULTANT

Vendors can work on their SOQ in a “Work in Progress” status. While in such status, vendors can continue to revise their SOQ 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 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.

6. SOQ FORMAT & SUBMISSION

A. Format SOQ response documents must be submitted electronically via Waukesha County’s Bonfire portal in the Questionnaires tab of the Requested Information section.

In order for the committee to adequately compare SOQ’s and evaluate them uniformly and objectively, firms must complete only the SOQ Questionnaire in the Bonfire portal. Uploading an incorrect template will result in errors and will prevent you from completing your submission.

https://www.waukeshacounty.gov/securityscreening https://waukeshacounty.bonfirehub.com/

Preparation & Submission Requirements, Page 3 of 5

B. Response Submission - SIGNATURE PAGE:

You must submit the RFQ Signature Page.

Note: Be sure to acknowledge any amendments issued, if applicable, in the box located above the signature area. The RFQ 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 and 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/RFQ Opening:

Waukesha County conducts Bid/RFQ openings telephonically instead of in-person. If you desire to attend the telephonic opening for this RFQ, 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: 2176082

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.

7. INTERVIEWS

Interviews may be required of selected finalists at the respondent’s expense. However, an award may be made without discussion with the respondents. Therefore, respondents are cautioned that proposals should be submitted initially with the best and most favorable/complete information. If an interview is required, the selected finalists will be notified of the date and time of the interview process in accordance with the schedule on Page 1.

Respondents not selected will also be notified. Respondents 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.

8. EVALUATION & AWARD

SOQ’s will be evaluated in accordance with the criteria listed below. Award will be made to the responsive, responsible Consultant who complies with the requirements and scores the highest total on the evaluation criteria as it pertains to the overall needs of the Sponsor.

Experience and Qualifications of Firm 20%

Experience and Qualifications of Project Team (including Sub-consultants) 20%

Project Approach 45%

Availability/Ability to Meet Project Deadlines 15%

NOTE: The selection process will follow the Quality Based Selection (QBS) process and cost will not be a factor in rating responses. The successful Consultant will be required to negotiate a contract, including price, using the Wisconsin Department of Transportation’s (WisDOT) three-party contract form (posted with this RFQ), to be executed by the successful Consultant, the County, and the State of Wisconsin.

In order to meet local and state timeframe and schedule for approvals, the process from consultant selection to signed contracts will be expedited.

Preparation & Submission Requirements, Page 4 of 5

9. OTHER CONSIDERATIONS

Factors that include, but are not limited to, 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 Sponsor 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.

10. RESERVATIONS

This RFQ does not commit the Sponsor 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 RFQ in part or in its entirety.

11. 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 RFQ, SOQ or contract or shall exercise any undue influence in the awarding of the contract.

12. RFQ TABULATIONS

RFQ tabulations are available to the public after contract execution, approximately 60-90 days from the date of opening. RFQ Tabulations can be found on Waukesha County’s Bonfire portal.

Preparation & Submission Requirements, Page 5 of 5

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RFQ Document, Page 1 of 3

Waukesha County Request for Qualifications (RFQ) # 2025037

Engineering/Design Services CTH NN (W. Veterans Way) at CTH EE (School Rd.) &

CTH NN (W. Veterans Way) at Fairwinds Blvd.

Intersections

Project I.D. 2818-05-01/71 Waukesha County, WI

July 29, 2025

I. INTRODUCTION

The Waukesha County Department of Public Works (“the Sponsor”) is interested in obtaining the services of an engineering/design consulting firm (“the Consultant”) for the facility development process. The process will result in the design and preparation of preliminary and final plans, PS&E documents, and reports, for the Carbon Reduction Program (CRP) intersection improvement of CTH NN (W. Veterans Way) and CTH EE (School Rd) and CTH NN and Fairwinds Blvd. in the Village of Mukwonago (“the Project”). A Request for Qualifications (RFQ) from the engineering/design firm will be reviewed in order to evaluate, rank and select a firm for the services for the Project located in the Village of Mukwonago, Waukesha County.

The design and construction phases of this project will be funded by both HISP (Federal Funds) and County funds and will be reviewed by the Wisconsin Department of Transportation (WisDOT) and Waukesha County Department of Public Works. Brett Wallace, P.E. will serve as project manager for Waukesha County.

Waukesha County, with assistance from WisDOT, will negotiate with the selected Consultant(s) to enter into a Local Program Three-Party Design Engineering Services contract to provide all necessary project work (‘the Contract”).

A contract using the Wisconsin Department of Transportation's (WisDOT) three-party form will be signed by the successful proposer, the State of Wisconsin, and Waukesha County.

II. PROJECT DESCRIPTION

The Project includes the existing signalized intersections of CTH NN/CTH EE and CTH NN/Fairwinds Blvd, adjacent to Mukwonago High School. The area's high ranking for Particulate Matter 2.5 levels and existing operational issues, such as faulty loop detectors and non-standard crosswalk actuators, underscore the necessity of this project.

The proposed project involves replacing traffic signal equipment at two intersections along CTH NN in Mukwonago, WI: CTH NN & CTH EE (School Road) and CTH NN & Fairwinds Blvd. Additionally, traffic signal timings at STH 83 & CTH NN will be updated for coordination with the other intersections. Key enhancements include retroreflective backplates, energy-efficient LED streetlights and signals, fiber optic cable for interconnectivity, video detection updates, and optimized signal timings.

This project requires survey, geotechnical investigation, public involvement, the development of preliminary and final plans, temporary and final traffic signal design, environmental review, and all reports required and outlined within the contract documents, including all reports and work necessary to complete the P.S.& E. documents for the construction of this CTH NN (W. Veterans Way) and CTH EE (School Rd) & Fairwinds Blvd project.

III. ELIGIBILITY REQUIREMENTS

Firm’s Eligibility Requirements: To be considered for the project, the project team must meet or exceed the following criteria:

a. Organizations Transacting Business in Wisconsin: Chapters 178, 179, 180, 181, and 183 of the

Wisconsin Statutes contain a general provision that the following entities 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.

RFQ Document, Page 2 of 3

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://dfi.wi.gov/Pages/BusinessServices/BusinessEntities/ForeignEntities.aspx) 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.

b. Must be registered on WisDOT’s list of approved consultants.

IV. SCOPE OF SERVICES

The work under this Contract shall consist of those engineering and related services in accordance with the Wisconsin Department of Transportation Facilities Development Manual (“the Manual”). The scope of services for the project shall include but not be limited to the following:

Project Management Progress, Issue/Risk and Change Management Meetings

Surveys Soils and Subsurface Investigations 30%, 60% and 90% Preliminary Roadway/Structure Plans, Specifications and Cost Estimates Temporary and Final Traffic Signal Plans, Specifications and Cost Estimates Reports Public Involvement Agency Coordination and Permitting Railroad Coordination and Agreements Utility Coordination and Approval of Work Plans Environmental Documentation Historical and Archeological Studies Title Searches, Right of Way Plat and Legal Descriptions Final Roadway and Structure Plans Project Stakeholder and Coordination Meetings PS&E Documents

V. OTHER

a. The Consultant will work under the general direction and guidance from the Waukesha County Department of Public Works Engineering Manager and their designated Senior Civil Engineer.

b. The County shall be entitled to request the removal of individuals working on any project for any of the following grounds, provided that such request be in writing and shall specify the reasons for the County’s dissatisfaction. This may include: (i) unsatisfactory performance that causes negative operational impact at the County or causes the County to commit additional resources to avoid operational impact; (ii) dishonesty or belligerent conduct; (iii) lack of compatibility with County staff; or

(iv) violation of County rules or policies. Upon such written request, the County and the Consultant shall decide on a course of action to cure any such problems, provided that there shall be no cure opportunity required for problems involving categories (ii) or (iv) in the preceding sentence. In the event the Consultant does not cure the problem within (7) days from the date of notice, the Consultant shall remove such person and shall promptly provide a qualified replacement. The County will be liable for payment of services only up to the time of dismissal and provided then only if services rendered meet the minimum requirements of the County. The Consultant is responsible for ensuring that any substitute personnel have comparable skills and experience. Resumes must be submitted for approval by Waukesha County for substitute personnel. The County reserves the right to interview and approve of substitute personnel prior to commencement of activity on the project.

VI. WAUKESHA COUNTY RESPONSIBILITIES

a. Provide reasonable access to personnel and data as are currently available and legitimately needed by the Consultant for the conduct of this study.

https://dfi.wi.gov/Pages/BusinessServices/BusinessEntities/ForeignEntities.aspx

RFQ Document, Page 3 of 3

b. Serve as main point of contact with WisDOT.

c. Those services as outlined in the Contract. Specifically, VI. Special Provisions, Section M. (Services

Provided by Municipality).

VII. SUB-CONSULTANTS

The names and addresses of any sub-consultant proposed to complete any of the work shall be stated in the Consultant response document. This shall include civil, electrical, structural, landscape architectural and geo-technical consultants, if applicable, who have permanent offices in the State of Wisconsin. State the type of work each would be providing and the approximate percentage of total services they would provide.

If sub-consultants are used, the Sponsor will consider the proposing Consultant to be the Prime Consultant who will be solely responsible in all contractual matters, including payment if any charges resulting from such Consultant/sub-consultant arrangements.

The Prime Consultant will be fully responsible for the acts, errors and omissions of the sub-consultant(s). The Consultant shall cause the appropriate provision of its proposal to be inserted in all subcontracts to ensure fulfillment of all contractual provisions by sub-consultants.

All sub-consultants must be licensed to practice in the State of Wisconsin where applicable and must have been in business for no less than five (5) years.

VIII. GENERAL CONDITIONS AND REQUIREMENTS

WisDOT General Contract Provisions: The Consultant shall ensure compliance with the required contract provisions for federally funded contracts contained in the current revision of the State of Wisconsin Department of Transportation’s Facilities Development Manual (FDM).

Certified DBE (Disadvantaged Business Enterprise): This project is NOT subject to a DBE goal assessment.

IX. TERM, PRICING, AND PAYMENT

A. Term

The contract will commence upon contract execution and continue through completion of bidding. Waukesha County is unable to release a contract until after WisDOT approval, anticipated to be 4-6 weeks after contract negotiation is completed with selected Consultant.

B. Pricing

Fees will be negotiated with the selected Consultant after the RFQ/interview process. Do not provide fee information with the proposal.

C. Payment

Payment details and schedule will be included in the fee negotiation process with the selected Consultant.

X. INSURANCE AND INDEMNIFICATION

The proposers are directed to pay special attention to the insurance requirements of Waukesha County, which are a part of the proposed contract documents. A Certificate of Insurance shall be submitted with the signed contract. In no event is work to commence until or unless the Certificate of Insurance has been received and approved.

END OF DOCUMENT