CITY OF MADISON

REQUEST FOR PROPOSALS

RFP #: 8659-0-2017-BO

Title: James Madison Park Master Plan and Shelter Design

City Agency: Parks Division

Due Date: Friday, September 8, 2017

2:00 PM CST

REQUEST FOR PROPOSALS RFP # 8659-0-2017-BO

Rev. 07/28/2016-8659-0-2017-BO James Madison Park Master Plan and Shelter Design.doc Page i

Table of Contents

1 NOTICE TO PROPOSERS

1.1 Summary

1.2 Important Dates

1.3 Format

1.4 Labeling

1.5 Delivery of Proposals

1.6 Appendix A: Standard Terms & Conditions

1.7 Appendix B: Sample Contract for Purchase of Services

1.8 Affirmative Action Notice

1.9 Multiple Proposals

1.10 City of Madison Contact Information

1.11 Inquiries, Clarifications, and Exceptions

1.12 Addenda

1.13 Bid Distribution Networks

1.14 Local Vendor Preference

1.15 Oral Presentations/Site Visits/Meetings

1.16 Acceptance/Rejection of Proposals

1.17 Withdrawal or Revision of Proposals

1.18 Non-Material and Material Variances

1.19 Public Records

1.20 Usage Reports

1.21 Partial Award

1.22 Tax Exempt

1.23 Cooperative Purchasing

1.24 Proposers Responsibility

2 DESCRIPTION OF SERVICES/COMMODITIES

2.1 Introduction

2.2 Background

2.3 Timeline

2.4 Roles and Responsibilities

3 REQUIRED INFORMATION AND CONTENT OF PROPOSALS

3.1 General Background and Resources

3.2 Project Experience on Projects Similar in Scope and Size

3.3 Minimum Team Qualifications

3.4 Project Team Members

3.5 Project Approach including Engagement Strategy

3.6 Cost and Payment Schedule

3.7 Award

Form A: Signature Affidavit Form B: Receipt of Forms and Submittal Checklist Form C: Vendor Profile Form D: Cost Proposal Form E: References Appendix A: Standard Terms & Conditions Appendix B: Contract for Purchase of Services Attachment 1: Master Plan Policy Attachment 2: Final RESJI Tool Attachment 3: James Madison Park History Attachment 4: James Madison Park Existing Park Plan

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Attachment 5: James Madison Park Existing Utilities Attachment 6: James Madison Park Lands Record Restriction Attachment 7: Example Activity Log Attachment 8: James Madison Park Shelter Building (PDF separate from RFP) Attachment 9: Asbestos and Lead Report Attachment 10: Project General Requirements Attachment 11: Project Deliverables Parks Master Plan Report Format

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1 NOTICE TO PROPOSERS

1.1 Summary

The City of Madison Parks Division (“City”) is soliciting Proposals from qualified vendors for James Madison Park Master Plan and Shelter Design. Vendors submitting Proposals (“Proposers”) are required to read this Request for Proposals (“RFP”) in its entirety and follow the instructions contained herein.

1.2 Important Dates

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

Issue Date: Monday, August 14, 2017 Questions Due Date: Monday, August 21, 2017

Answers Posted Date: Wednesday, August 30, 2017 Due Date: Friday, September 8, 2017, 2:00 PM CST

1.3 Format

Submit Technical and Cost Proposals (Form D) in separate, distinct parts within the proposal package.

Hardcopy proposals typed and securely bound on 8.5 by 11-inch paper, otherwise identical to the electronic version.

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

Cost Proposal (Form D): Two Copy Technical Proposal: Three Copies Electronic Proposal: One (1) complete copy. Cost and Technical Proposals should be separate files.

The City will not consider illegible Proposals.

Elaborate proposals (i.e., expensive artwork) beyond that sufficient to present a complete and effective proposal, are not necessary or desired.

Complete and return Forms A through E to City of Madison Purchasing Services by Friday, September 8, 2017, 2:00 PM CST.

1.4 Labeling

All proposals must be clearly labeled:

Proposer’s Name and Address

RFP #: 8659-0-2017-BO

Title: James Madison Park Master Plan and Shelter Design Due: Friday, September 8, 2017, 2:00 PM CST

All email correspondence must include RFP #8659-0-2017-BO in the subject line.

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1.5 Delivery of Proposals

Delivery of hard copies to: City of Madison Purchasing Services

City County Building, Room 407 210 Martin Luther King Jr. Blvd.

Madison, WI 53703

Delivery of electronic copy to: via email to bids@cityofmadison.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.

1.6 Appendix A: Standard Terms & Conditions

Proposers are responsible for reviewing this attachment prior to submission of their Proposals. City of Madison Standard Terms and Conditions are the minimum requirements for the submission of Proposals.

1.7 Appendix B: Sample Contract for Purchase of Services

Proposers are responsible for reviewing this attachment prior to submission of their Proposals. The Sample Contract for Purchase of Services shall serve as the basis of the contract resulting from this RFP.

The terms of this template contract shall become contractual obligations following award of the RFP. By submitting a proposal, Proposers affirm their willingness to enter into a contract containing these terms.

1.8 Affirmative Action Notice

If Contractor employs 15 or more employees and does aggregate annual business with the City of $25,000 or more for the calendar year in which the PO and/or Contract takes effect, Contractor shall file, within thirty (30) days from the PO/Contract effective date and BEFORE RELEASE OF PAYMENT, an Affirmative Action Plan (www.cityofmadison.com/dcr/aaFormsVS.cfm) designed to ensure that the Contractor provides equal employment opportunity to all and takes affirmative action in its utilization of applicants and employees who are women, minorities and/or persons with disabilities. The Model Affirmative Action Plan for Vendors, Request for Exemption form, and instructions are available at:

www.cityofmadison.com/dcr/aaForms.cfm or by contacting a Contract Compliance Specialist at the City of Madison Affirmative Action Division at (608) 266-4910.

Contractor shall also allow maximum feasible opportunity to small business enterprises to compete for any subcontracts entered into pursuant to this PO/Contract.

Job postings: If Contractor employs 15 or more employees, regardless of dollar amount, Contractor must notify the City of all external job openings at locations in Dane County, WI and Contractor agrees to interview candidates referred by the City or its designee. Job posting information is available at:

www.cityofmadison.com/dcr/aaJobSkillsBank.cfm.

The complete set of Affirmative Action requirements for this purchase can be found in paragraph 20 of Appendix A – Standard Terms and Conditions and, if applicable, in paragraph 13 of Appendix B – Sample Contract for Purchase of Services.

mailto:bids@cityofmadison.com http://www.cityofmadison.com/dcr/aaFormsVS.cfm http://www.cityofmadison.com/dcr/aaForms.cfm http://www.cityofmadison.com/dcr/aaJobSkillsBank.cfm

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1.9 Multiple Proposals

Multiple Proposals from Proposers are permitted; however, each must fully conform to the requirements for submission. Proposers must sequentially label (e.g., Proposal #1, Proposal #2) and separately package each Proposal. Proposers may submit alternate pricing schemes without having to submit multiple Proposals.

1.10 City of Madison Contact Information

The City of Madison Enter the City Agency is the procuring agency:

Sarah Lerner City of Madison Parks Division

PH: (608) 261-4281

slerner@cityofmadison.com

The City of Madison Purchasing Services administers the procurement function:

Brittany O'Donnell Purchasing Services City-County Bldg, Room 407 210 Martin Luther King, Jr. Blvd.

Madison, WI 53703-3346

PH: (608) 243-0529

FAX: (608) 266-5948

bids@cityofmadison.com

For questions regarding Affirmative Action Plans please contact:

Contract Compliance Department of Civil Rights City-County Bldg., Room 523 210 Martin Luther King, Jr. Blvd.

Madison, WI 53703

PH: (608) 266-4910

dcr@cityofmadison.com

The City employs spam filtering that occasionally blocks legitimate emails, holding them in ‘quarantine” for four calendar days. The contacts listed in this RFP will acknowledge all emails received. Proposers not receiving acknowledgement within twenty-four hours shall follow-up via phone with specific information identifying the originating email address for message recovery.

1.11 Inquiries, Clarifications, and Exceptions

Proposers are to raise any questions they have about the RFP document without delay. Direct all questions, in writing, to the Purchasing Services administrator listed in Section 1.10.

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 addenda – see 1.12 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 “exception” to bid terms, conditions, specifications and dates stated within the bid package.

However, the City of Madison reserves the right to disqualify any and all bids submitted which include exceptions, if deemed not in the City’s best interests.

1.12 Addenda

In the event that it is necessary to provide additional clarification or revision to the RFP, the City will post addenda to its Proposals distribution websites – see 1.13 below. It is the Proposers responsibility to regularly monitor the websites for any such postings. Proposers must acknowledge the receipt of any mailto:bids@cityofmadison.com mailto:dcr@cityofmadison.com

8659-0-2017-BO James Madison Park Master Plan and Shelter Design.doc Page 4 addenda on Form B. Failure to retrieve addenda and include their provisions may result in disqualification.

1.13 Bid Distribution Networks

The City of Madison 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 Proposers responsibility to regularly monitor the bid distribution network for any such postings. Proposers 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.

State of Wisconsin VendorNet System:

State of Wisconsin and local agencies bid network. Registration is free.

http://vendornet.state.wi.us/vendornet

DemandStar by Onvia: National bid network – Free subscription is available to access

Proposals from the City of Madison 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.

Bid Opportunities: www.cityofmadison.com/finance/purchasing/bidDemandStar.cfm

Home Page: www.demandstar.com

To Register: www.onvia.com/WAPP

1.14 Local Vendor Preference

The City of Madison has adopted a local preference purchasing policy granting a scoring preference to local suppliers. Only suppliers registered as of the bid’s due date will receive preference. Learn more and register at the City of Madison website: www.cityofmadison.com/business/localPurchasing.

1.15 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 Proposers expense.

1.16 Acceptance/Rejection 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).

The City reserves the right to postpone due dates and openings for its own convenience and to withdraw this solicitation at any time without prior notice.

1.17 Withdrawal or Revision of Proposals

Proposers may, without prejudice, withdraw Proposals submitted prior to the date and time specified for receipt of Proposals by requesting such withdrawal before the due time and date of the submission of Proposals. After the due date of submission of Proposals, no Proposals may be withdrawn for a period of http://vendornet.state.wi.us/vendornet http://www.cityofmadison.com/finance/purchasing/bidDemandStar.cfm http://www.demandstar.com/ http://www.onvia.com/WAPP http://www.cityofmadison.com/business/localPurchasing

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90 days or as otherwise specified or provided by law. Proposers may modify their Proposals at any time prior to opening of Proposals.

1.18 Non-Material and Material Variances

The City reserves the right to waive or permit cure of nonmaterial variances in the offer if, in the judgment of the City, it is in the City’s best interest to do so. The determination of materiality is in the sole discretion of the City.

1.19 Public Records

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 Statutesmay be held confidential.

Proposers shall seal 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 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 viewuntil 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.

1.20 Usage Reports

Annually, the successful Proposers shall furnish to City Purchasing usage reports summarizing the ordering history for each department served during the previous contract year. The report, at a minimum, must include each and every item or service ordered during the period, its total quantities and dollars by item/service and in total. The City reserves the right to request usage reports at any time and request additional information, if required, when reviewing contract activity.

1.21 Partial Award

Unless otherwise noted, it will be assumed that Proposers will accept an order for all or part of the items/services priced.

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1.22 Tax Exempt

The City of Madison as a municipality is exempt from payment of federal excise taxes (Registration Number 39-73-0411-K) and State of Wisconsin taxes per Wisconsin statute 77.54(9a). Federal Tax ID #39-6005507. 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 42916.

1.23 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 RFB as a basis;

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

1.24 Proposers Responsibility

Proposers shall examine this RFP and shall exercise their judgment as to the nature and scope of the work required. No plea of ignorance concerning conditions or difficulties that exist or may hereafter arise in the execution of the work under the resulting contract, as a consequence of failure to make necessary examinations and investigations, shall be accepted as an excuse for any failure or omission on the part of the Proposers to fulfill the requirements of the resulting contract.

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2 DESCRIPTION OF SERVICES/COMMODITIES

2.1 Introduction

The City of Madison Parks Division is seeking proposals from qualified and experienced Consultants to update the park master plan and prepare a park shelter design for James Madison Park, located at 614 East Gorham Street in Madison, WI.

The park master planning process shall include review of existing conditions and regulatory requirements, design development, and conducting a robust neighborhood and community engagement process. The Consultant must prepare the master plan in accordance with The Statement of Policy and Guidelines for Master Plan Activities within the Park System, as adopted by the Board of Park Commissioners on February 10, 2016 (Attachment 1). The final product of this effort will be a park master plan and master plan report for approval by the Board of Park Commissioners.

The shelter design process shall include evaluating existing reports and conditions of the existing shelter building, developing a programmatic consensus and potential design solutions for either modifying the existing building or constructing a new shelter. The final product of the shelter design process will be a shelter design at 60% construction documentation; additional services may be contracted for to complete 100% construction documents at a later date.

The scope of this project includes the following phases:

• Phase I: Site Investigations and Assessment

• Phase II: Design Development - Schematic Park Master Plans and Park Shelter Designs

• Phase III: Draft and Final Park Master Plan & Park Shelter Design

Part of the scope of this project includes a robust neighborhood and community engagement process.

The Consultant shall be responsible for engagement throughout the planning process including planning, organizing and facilitating public events, meetings, focus group discussions, etc. This process will be integral to the plan development and design, incorporating the objectives of the surrounding neighborhoods, general public, stakeholders, regulatory agencies and the City of Madison.

The engagement process identified in this plan has been developed as part of the Racial Equity and Social Justice Initiative (RESJI). The Consultant shall review the attached RESJ Tool (Attachment 2) for a better understanding of the intended outcomes of the engagement strategy. As part of this RFP the Consultant shall submit their proposed process for neighborhood and community engagement, as outlined under PHASE I SITE INVESTIGATIONS AND ASSESSMENTS and REQUIRED INFORMATION

AND CONTENT OF PROPOSALS.

The Consultant shall also attend key meetings with city staff, and present information to various city committees, local, state and federal regulatory agencies and commissions

2.2 Background

James Madison Park is a 12.63 acre lakefront community park located in downtown Madison, Wisconsin.

The park property includes several buildings that are City Landmarks and on the National Register of Historic Places. Additional historical information is available in Attachment 3: James Madison Park History. The James Madison Park Existing Park Master Plan (Attachment 4) shows existing major park features. James Madison Park currently has the following park elements:

• 2 Basketball courts

• A lifeguarded beach

• Benches

• Bike racks

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• A Canoe/Kayak Launch

• Drinking Fountain

• Pedestrian Lighting

• Picnic Tables

• Pier

• Rentable Canoe/Kayak Racks

• 1 Volleyball Court

• Paved Trails

• Two privately owned buildings on with ground leases (Ziegelman House and Worden House)

• Open playfields

• 2 Playground areas

• 1 Parking Lot

• Landscaped gardens maintained by volunteers

• A landscaped garden maintained by Olbrich Botanical Society

• Shelter building with restrooms and rooftop garden

• Gates of Heaven Synagogue – National Register of Historic Places and City Landmark

• Collins House – National Register of Historic Places and City Landmark

• Lincoln School – National Register of Historic Places and City Landmark

• Bernard Hoover Boathouse – National Register of Historic Places and City Landmark

In the past several years, improvements have been made to the park including reconstruction of the existing parking lot and basketball courts, concrete sea wall and path improvements, new landscaping, shoreline reconstruction improvements, and improvements to the existing playground.

Several public and private utilities exist on site. A map of existing utilities is shown in Attachment 5:

James Madison Park Existing Utilities.

James Madison Park has a variety of programmed and non-programmed activities. The park is used extensively for informal recreation such as walking, yoga, sun bathing, fishing, Frisbee, picnicking, etc.

and is also reserved for events, classes & private parties. In 2016, the following reservations were placed at James Madison Park:

• James Madison Park Shelter: 62 reservations

• The Gates of Heaven Synagogue at James Madison Park: 152 reservations

The following attachments shall be reviewed in the preparation of this proposal:

• Attachment 1: Statement of Policy and Guidelines for Master Plan Activities within the Madison Parks System

• Attachment 2: Racial Equity and Social Justice Tool for James Madison Park Master Plan and

Shelter Design Request for Proposals

• Attachment 3: James Madison Park History

• Attachment 4: James Madison Park Existing Park Master Plan

• Attachment 5: James Madison Park Existing Utilities

• Attachment 6: James Madison Park Lands Record/Restrictions Overview

• Attachment 7: Example Activity Log

• Attachment 8: James Madison Park Shelter Building Condition Assessment & Study

• Attachment 9: James Madison Park Shelter Asbestos & Lead Inspection and Bulk

Sampling Report

• Attachment 10: Project General Requirements

• Attachment 11: Project Deliverables

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The Consultant shall be required to conform to the requirements set forth in Attachment 10: Project General Requirements and Attachment 11: Project Deliverables.

2.3 Timeline

Phases I through III shall be completed by October 1, 2018. Neighborhood and community engagement within each phase may overlap. The following timeline is an example of the schedule that shall be followed by the Consultant; include a timeline with your proposal that identifies any proposed deviations.

Aug. Sept. Oct. Nov. Dec. Jan. Feb. March April May June July August September Phase I Phase II Phase III

2017 2018

PHASE I: SITE INVESTIGATIONS AND ASSESSMENT

Phase I shall require the Consultant to collect and analyze all existing information pertinent to the project.

This phase shall include conducting a detailed site analysis, shelter profile development, as well as facilitating a robust engagement process. Phase I is broken into three components: Site Analysis; Shelter Facility Profile Review; and Neighborhood and Community Engagement & Coordination.

1. Site Analysis: The Consultant shall review existing information related to the site and shelter and their implications to the development of the master plan and shelter design. This task shall include but not be limited to the review and assessment of the historical and cultural features, existing conditions, current uses and maintenance practices.

a. Historical and Cultural Significance: The Consultant shall prepare an assessment of the existing historical influences and landmarks and how they pertain to the development of a master plan for James Madison Park as well as regulatory approvals. The Consultant shall contact the Wisconsin Historical Society to review long-range design considerations for the continued development of the park and shelter.

b. Existing Conditions: The Consultant shall review and assess the existing site conditions including but not limited to conditions, utilities, transportation, and neighborhood context as part of this phase. The Consultant shall also research and determine regulatory requirements related to development of the site and shelter, and shall become familiar with existing relevant planning documents developed by the city and other agencies pertaining to this site. The City of Madison will provide CAD data collected as shown in Attachments 4 and 5. Topographic information for this site has been derived from imagery datasets and will be provided to the Consultant. During the design it may become apparent that additional areas may need to be surveyed. Such additional work shall be scheduled and completed by the city. Preliminary site information for bidding purposes has been included in this RFP – see Attachments.

i. Environment: As part of the environmental review, the Consultant shall assess existing and proposed topography, views & vistas, drainage features and patterns, shoreline stability, soil suitability for construction, major vegetation, wetland and floodplain information, and landscaping. The Consultant shall prepare an assessment of vegetation, general soil analysis and hydrology of the watershed, and an assessment of potential shoreline treatments as part of the plan development.

1. A certified arborist shall inventory existing trees > 4” dbh and identify species, size (dbh), and condition of tree. Inventory shall be performed using metal or durable plastic tree ID tags attached to trees which will then be surveyed by the City of Madison.

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2. The Consultant shall provide hydrological data, including floodplain boundaries, watershed analysis, all of which may impact the development of the park. The City will obtain soil borings at locations at locations identified by the Consultant.

3. A wetland delineation shall be completed by an assured delineator, as defined and recognized by the Wisconsin Department of Natural Resources. The Consultant shall provide a written report, which shall be used in Department of Natural Resources and United Stated Army Corp of Engineering’s permit applications. The city shall record all wetland boundaries once the wetland flagging has been completed by the assured delineator.

4. The Consultant shall complete a geotechnical investigation of the site based on the schematic development of the master plan and shelter design. The scope of the investigation, including boring locations and depths, as well as any soil analyses, shall be determined by the Consultant and their geotechnical engineer and approved by the city.

The investigation shall determine the suitability of existing conditions for development and/or measures necessary to provide a stable foundation for proposed development. Borings advanced at this site shall provide a continuous core. A geotechnical report, based on the site investigation, shall be compiled by a professional geotechnical engineer and shall include: a map of boring locations, continuous boring log data, observed groundwater data, soil analytical data, and all geotechnical recommendations for proposed development.

5. The Consultant shall review existing plans related to recreational and environmental improvements to Lake Mendota. The shoreline assessment and recommendations shall conform to requirements set forth by the City of Madison, the Wisconsin Department of Natural Resources and the Army Corp of Engineers.

6. The Consultant shall review existing major site elements such as walls, pavement, railings, etc. to determine their condition and any safety hazards.

ii. Utilities: The Consultant shall review and assess existing utility information including public and City of Madison Parks Division owned utilities and their capacity to accommodate improvements. Review of utilities shall include review of local stormwater permitting requirements for infiltration, including but not limited to, sediment reduction, and oil & grease control. Utilities that shall be evaluated include, but are not limited to storm sewer, sanitary sewer, water service, communications, electrical, plumbing, and mechanical. The Consultant shall not be required to review the physical condition or televise the existing storm or sanitary sewer.

iii. Transportation: The Consultant shall review existing transportation conditions and planning documents that are relevant to the development of facilities at James Madison Park. The Consultant shall review and assess internal transportation including but not limited to: existing vehicular circulation; parking requirements; ADA compliance; public transportation options and pedestrian circulation and linkages. The Consultant shall not be required to review the physical condition of the park pavement.

iv. Regulatory Requirements & Land Records Data: The Consultant shall be familiar with all relevant ordinances, regulatory requirements, committees and agency reviews that will impact design and construction of facilities at James Madison Park including, but not limited to the City Madison, Wisconsin Department of Natural Resources, Wisconsin Department of Professional and Safety Services, 8659-0-2017-BO James Madison Park Master Plan and Shelter Design.doc Page 11

Madison Dane County Public Health, and the Wisconsin State Historical Society.

Development and use of the property is restricted by various recorded documents including grant agreements through the Wisconsin Department of Natural Resources Stewardship fund. The Consultant shall be required to review existing land records (provided by the City) to identify any potential limitations to development based on the recorded legal documents.

v. Relevant Planning Documents: The Consultant shall become familiar with all planning documents relevant to development of facilities in James Madison Park including, but not limited to the Tenney Lapham Neighborhood Plan, the Mansion Hill Neighborhood Plan, the 2012-2017 Park and Open Space Plan, the City of Madison Downtown Plan, the 2018-2022 Park and Open Space Plan (in progress), etc.

vi. Neighborhood Context: The Consultant shall review the existing neighborhood context and its relationship to park facilities. The Consultant shall review surrounding structures, property uses and impacts.

c. Current Uses and Maintenance Practices:

i. Current Uses: The Consultant shall review existing park activities and uses at James Madison Park to inform the design of the master plan and park shelter design. The Consultant shall visit the park at times identified below, and complete observation activity logs (Attachment 7) at each site visit. Each site visit shall include a minimum observation time of 30 minutes, as well as intercept interviews with park users. City staff will train the Consultant on how to complete the observation activity logs. The Consultant shall, at a minimum, conduct site visits and complete observation activity logs as follows:

1. October - December

a. (1) site visit between 5 am - 11 am

b. (1) site visit between 11 am – 1 pm

c. (1) site visit between 1 pm – 5 pm

d. (1) site visit between 5 pm – 10 pm

2. January – March

a. (1) site visit between 5 am - 11 am

b. (1) site visit between 11 am – 1 pm

c. (1) site visit between 1 pm – 5 pm

d. (1) site visit between 5 pm – 10 pm

3. April – June

a. (1) site visit between 5 am - 11 am

b. (1) site visit between 11 am – 1 pm

c. (1) site visit between 1 pm – 5 pm

d. (1) site visit between 5 pm – 10 pm

The Consultant shall summarize data collected through the site observations as part of the master plan report.

ii. Maintenance Practices: The Consultant shall consider how proposed improvements may affect the parks long-term maintenance requirements, its flexibility to accommodate future uses, the preservation of the facility's historic character and the potential impacts on the surrounding neighborhood.

2. Shelter Profile Development: The Consultant shall review all available information regarding the park shelter and evaluate programming needs to develop a profile that provides clarity and consensus regarding the purpose and goals for the shelter in James Madison Park.

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a. The Consultant shall develop a shelter profile identifying the desired future programming and programming opportunities for the park shelter. The profile shall provide clarity and consensus regarding the purpose and goals of the shelter based on feedback from staff at all levels and from community members. The Consultant shall identify information regarding future trends and information on programming will be provided to help all stakeholders understand possible future programming expansion opportunities. There should also be an understanding that expanded programming will have budgetary limits both from a capital and operational perspective. The park shelter profile shall determine the functional space needs. The park shelter profile shall include written text documents and graphics for space relationships, analysis of operational functions including human (public and staff), vehicular and material flow patterns, flexibility and expandability, special equipment and systems, and site requirements.

b. The Consultant shall develop program requirements that include space listing by function and size, relationship diagrams, space program documentation, stacking plans and flow diagrams. The space program shall provide proposed gross facility square feet areas and space requirements listed by uses/room name. The space program elements shall include all floors and areas.

c. In 2013, Destree Design Architects performed a building condition assessment and study of the James Madison Park Shelter (Attachment 8). This study provided three (3) options for rehabilitating the existing building into a more functional facility for the park. As part of this contract, the Consultant shall review and evaluate the potential options provided by Destree Design Architects, as well as investigate the feasibility and potential for a new park shelter. This phase of the project shall determine if the desired programmatic and functional needs can be met by rehabilitating the existing shelter, or if a new building is required. The following conditions shall be evaluated:

i. Building structural components

ii. Roof structural and membrane

iii. Building Code & ADA accessibility review

iv. Existing utility locations and capacities

v. Lighting and electrical sources

vi. Existing drainage features and patterns

vii. Internal and external pedestrian circulation

viii. Emergency access points

ix. Historic design characteristics

x. Spectator sight lines

xi. Parking needs and requirements

xii. Potential neighborhood impacts

xiii. Construction and demolition costs

xiv. Operation and maintenance costs

d. The Consultant shall review the Attachment 9 James Madison Park Shelter Asbestos &

Lead Inspection and Bulk Sampling.

3. Neighborhood and Community Engagement and Coordination: The Consultant shall be responsible for creating an overall engagement strategy which shall be implemented throughout each phase of the project. As part of this RFP, the Consultant shall submit a proposed engagement process; this shall include proposed methods for the neighborhood and community meetings as well as strategies for engaging a diverse cross section of the community including but not limited to surveys, focus group discussions, resident panels, emails, poster and flyer distribution, etc. This shall also include planning and facilitating public events and meetings, and facilitating stakeholder meetings. The Consultant shall be required to attend key meetings with city staff, and present to various city committees, stakeholders, local, state and federal regulatory agencies and commissions as necessary.

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The engagement process should include both in depth discussions and dialogue with the neighborhood and the broader community. The engagement strategy should seek to provide innovative and proactive methods to engage people in a variety of methods. The purpose of this engagement strategy is to develop a master plan that benefits a broad spectrum of the population is reflective of the needs of the neighborhood and the community, and is inclusive to people of color and marginalized communities.

Attachment 2: RESJ Tool: Comprehensive Version identifies a list of potential groups to be contacted as part of the master planning engagement process. It is anticipated some of these groups will be contacted strictly via email or mailings, whereas other groups may involve stronger outreach and involvement with deliberate and unique methods to engage them in the planning process. The Consultant shall identify strategies for engagement assuming that there will be varying levels of involvement from the groups identified in Attachment 2. The City of Madison will be responsible for providing contact information for the groups listed in Attachment 2.

Throughout the engagement process, the Consultant shall be required to track the demographics of those engaged in the planning process and shall strive to obtain input from demographics reflective of the City of Madison. The Consultant shall also be required to obtain “benchmark” progress reports from engagement groups as an opportunity for the community to provide feedback on the efficacy of the engagement process at varying stages in the master plan process.

The Consultant shall have sufficient experience to work effectively in a collaborative framework with the surrounding neighborhoods, the general public, city committees, business and industry representatives, service clubs, non-profit organization and school and city elected officials.

a. Neighborhood and Community Engagement: The engagement process shall be integral to the plan development and design, incorporating the objectives of the neighborhood, stakeholders, regulatory agencies and the City of Madison. Once the Consultant has been selected, the Consultant shall meet and confer with city staff to revise final details of the engagement process. This may include coordination with additional groups, additional meetings and responsibilities, etc. At a minimum, the Consultant shall complete the following tasks as part of Phase I:

i. Facilitate a minimum of 2 public meetings with special focus on engaging the surrounding neighborhood.

ii. The Consultant shall work closely with city staff to develop the outreach strategies, meeting format, materials, and any presentation materials.

iii. Distribute and promote information regarding the master planning process to community organizations, partners, and advocates identified in Attachment 2.

iv. Organize and facilitate discussions with groups who represent a broad demographic of park users.

v. Attend meetings with stakeholders such as local neighborhood associations, Clean Lakes Alliance, representatives of Madison Metropolitan School District, Mendota Rowing Club, etc. The stakeholder meetings will also be attended by city staff.

vi. Prepare a survey to identify neighborhood and community priorities for the project. The Consultant shall distribute and collect hardcopies of the survey at public facilities such as schools, libraries, community centers, etc. The Consultant shall prepare an online survey for distribution by the City of Madison.

The Consultant shall coordinate with the City of Madison for distribution of the surveys.

b. Coordination: The Consultant shall meet with appropriate regulatory agencies to review design considerations for the development of the park master plan and shelter design.

For each meeting, the Consultant shall provide appropriate handouts and display

8659-0-2017-BO James Madison Park Master Plan and Shelter Design.doc Page 14 materials and shall be required to take meeting minutes. It is anticipated that the following coordination meetings will occur in Phase I:

i. One project kick-off meeting with the City of Madison parks staff

ii. Three progress meetings with the City of Madison parks staff

iii. Three meetings with city staff (Engineering, Planning and Zoning, Fire)

iv. Two meetings with state agencies (WDNR, Historical Society, and/or DSPS)

The Consultant cannot move onto Phase II without written permission from the City.

PHASE II DESIGN DEVELOPMENT – SCHEMATIC PARK MASTER PLANS AND PARK SHELTER

DESIGNS

1. Schematic Park Master Plans: The Consultant shall develop a minimum of three (3) schematic park master plans based on input and analysis from Phase I. The schematic park master plans shall integrate site elements and address infrastructure and impacts to the park. A construction cost estimate shall be included with each option. The Consultant shall develop schematic park plans that include the following:

a. Conceptual layout of paths, park amenities, structure locations, shoreline treatments, and other facilities

b. Conceptual mass grading

c. Conceptual stormwater management and utility design

d. Conceptual landscape design

2. Schematic Shelter Designs: The Consultant shall develop a minimum of four (4) schematic shelter designs consisting of drawings and other documents illustrating the scale and relationship of the project components including, but not limited to, basic building design floor plans, exterior elevations, building sections, perspective sketches. The shelter designs shall include building renovation concepts design features and building expansion concepts design features. A construction and operational cost estimate shall be included with each option. The cost estimate shall be prepared by a third party estimator to be included on the Consultant’s team. These four designs shall address the programming and the purpose and goals, defined as part of the shelter profile review in Phase I. The schematics shall be refined schematics for renovation of the existing shelter, schematics for a new shelter, or schematics showing a combination of renovation and expansion of the existing shelter.

3. Neighborhood and Community Engagement and Coordination Meetings: The Consultant shall be responsible for planning and facilitating engagement as well as attending coordination meetings throughout Phase II:

a. Neighborhood and Community Engagement: The Consultant shall implement the agreed upon engagement process from Phase I. At the minimum, the Consultant shall complete following tasks as part of the engagement process for Phase II:

i. Facilitate one public meeting to present schematic concepts. The Consultant shall work closely with city staff to develop the outreach strategies, meeting format, materials, and any presentation materials.

ii. Distribute and promote information regarding the master planning process to community organizations, partners, and advocates identified in Attachment 2.

iii. Organize and facilitate discussions with groups who represent a broad demographic of park users.

iv. Distribute and obtain benchmark “progress report” from community on engagement process.

v. Attend meetings with stakeholders such as local neighborhood associations, Clean Lakes Alliance, representatives of Madison Metropolitan School District, Mendota Rowing Club, etc.

vi. Develop meeting agendas, take meeting minutes, and prepare presentation and handout materials (see RESPONSIBILITIES OF THE CONSULTANT).

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b. Coordination: The Consultant shall meet with appropriate regulatory agencies to review schematic plans and designs. For each meeting, the Consultant shall provide appropriate handouts and display materials. The Consultant shall be required to take meeting minutes at these meetings. It is anticipated that the following coordination meetings will occur in Phase II:

i. Meet with a core advisory staff team to confirm direction of schematic park plan and park shelter designs.

ii. Meet and confer with city agencies in preparation of a preliminary master plan and schematics. Agencies include, but not limited to City of Madison Department of Planning, Fire Marshal, Community & Economic Development (Zoning, Planning, Building Inspection), city’s Information Technology Department, City of Madison Engineering Division, and Parks Division.

iii. Meet and confer with State of Wisconsin agencies in preparation of preliminary master plan and schematics. Agencies include, but are not limited to the Wisconsin Department of Natural Resources and the State Historical Society.

iv. Prepare and present information to the City of Madison Development Assistance Team.

v. Prepare meeting minutes, and prepare presentation and handout materials (see

RESPONSIBILITIES OF THE CONSULTANT).

The Consultant cannot move onto Phase III without written permission from the City.

PHASE III: DRAFT AND FINAL PARK MASTER PLAN & PARK SHELTER DESIGN

1. Draft Park Master Plan: The Consultant shall refine the schematic park master plans into a draft park master plan based on input received during Phase II. The draft park master plan shall further define site elements, grading, utility design, shoreline treatments, and address operations & maintenance, implementation and constructability, required infrastructure improvements and overall impacts to the park. A construction cost estimate shall be included with the draft master plan. The draft park master plan shall be considered 40% construction drawings. The cost estimate shall be prepared by a third party estimator to be included on the Consultant’s team.

a. The draft park master plan shall include the following:

i. Site Plan including all lot lines; property setbacks; demolished/proposed altered buildings; parking stalls; driveways, paths, sidewalks, location of existing/proposed signage; HVAC/utility locations; park amenities, structure locations, and other facilities

ii. Preliminary grading and utility plan (existing and proposed storm sewer, sanitary sewer, water laterals, communications and electrical utility design)

iii. Preliminary lighting design

iv. Preliminary landscape plan

v. Preliminary shoreline typical section and designs

b. The Consultant shall be responsible for ensuring that the proposed design improvements meet requirements by agencies including, but not exclusive to the following:

i. City of Madison Department of Planning & Community & Economic Development, Planning and Zoning, Traffic Engineering, Engineering, Parks, Water Utility, Fire Marshal

ii. City of Madison Plan Commission, City of Madison Urban Design Commission, City of Madison Landmarks Commission, City of Madison Board of Parks Commissioners

iii. State of Wisconsin Department of Natural Resources: The Consultant shall not be required to obtain any Chapter 30 or Water Resources Application for Project Permits, but shall have presented the project to the DNR and document preliminary approval by DNR staff of the design.

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iv. Wisconsin State Historical Society

2. Draft Master Plan Report: The Consultant shall prepare a draft master plan report. The draft master plan report shall follow the format identified in the Statement of Policy and Guidelines for Master Plan Activities within the Madison Park System (Attachment 1).

3. Draft Park Shelter Design: The Consultant shall prepare a draft park shelter design consisting of drawings and other documents illustrating the scale and relationship of the project components for approval by the city. The draft park shelter design shall be completed as necessary for approvals, applications and presentation to applicable regulatory agencies. The draft park shelter design shall be considered 40% construction documents.

a. The draft park shelter design shall include, but not be limited to, the following:

i. Exterior detailed site plans, basic building design floor…