8759-0-2018-BP Food Terminal Cross Docking Facility Feasibility Study.pdf

CITY OF MADISON

REQUEST FOR PROPOSALS

RFP #: 8759-0-2018-BP

Title: Food Terminal Cross Docking Facility Feasibility Study

City Agency: Mayor's Office and Food Policy Council

Due Date: Monday, October 29, 2018

2:00 PM CST

REQUEST FOR PROPOSALS RFP # 8759-0-2018-BP

Rev. 07/28/2016-8759 Food Terminal RFP FINAL.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 and Clarifications

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 Background/History

2.2 Rationale

2.3 Scope of Work

2.4 Vendor Qualifications

2.5 Term

2.6 Presentations and Public Appearances

3 REQUIRED INFORMATION AND CONTENT OF PROPOSALS

3.1 General Information, Signatures, and Required Guarantees and Certifications

3.2 Project Qualifications

3.3 Cost

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 Appendix C: Southern Wisconsin Food Hub Feasibility Study http://ngfn.org/resources/ngfn-database/knowledge/SoWisFoodHubStudy-HR.pdf

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1 NOTICE TO PROPOSERS

1.1 Summary

The City of Madison Mayor's Office and Food Policy Council (“City”) is soliciting Proposals from qualified vendors for Food Terminal Cross Docking Facility Feasibility Study. 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, October 1, 2018 Questions Due Date: Friday, October 12, 2018

Answers Posted Date: Tuesday, October 16, 2018 Due Date: Monday, October 29, 2018, 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): One Copy Technical Proposal: Seven 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 Monday, October 29, 2018, 2:00 PM CST.

1.4 Labeling

All proposals must be clearly labeled:

Proposer’s Name and Address

RFP #: 8759-0-2018-BP

Title: Food Terminal Cross Docking Facility Feasibility Study Due: Monday, October 29, 2018, 2:00 PM CST

All email correspondence must include RFP #8759-0-2018-BP in the subject line.

8759 Food Terminal RFP FINAL.doc Page 2

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 Mayor's Office and Food Policy Council is the procuring agency:

George Reistad City of Madison Mayor's Office and Food Policy Council

PH: (608) 267-0740

greistad@cityofmadison.com

The City of Madison Purchasing Services administers the procurement function:

Brian Pittelli Purchasing Services City-County Bldg, Room 407 210 Martin Luther King, Jr. Blvd.

Madison, WI 53703-3346

PH: (608) 267-4969

FAX: (608) 266-5948

bpittelli@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 and Clarifications

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. Exceptions are not permitted. The City of Madison reserves the right to disqualify any and all bids that are non-responsive or that include exceptions.

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 addenda on Form B. Failure to retrieve addenda and include their provisions may result in disqualification.

mailto:bpittelli@cityofmadison.com mailto:dcr@cityofmadison.com

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

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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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.

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

8759 Food Terminal RFP FINAL.doc Page 6

#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 Background/History

The high demand for locally-produced food in Madison is relatively well served on the retail side via farmers markets and community supported agriculture programs. On the wholesale side, however, it is a different story. Grocery retailers, institutional buyers and the restaurant industry have limited options to access local food in the quantities they need. At the same time, producers in the region experience logistical barriers to moving their product into the Madison market, and are not confident enough in the market to expand their production.

In response to market demand for Wisconsin-grown produce, the Dane County Planning and Development Department secured funding from the City of Madison, Dane County, Madison Gas & Electric, and a Housing and Urban Development Sustainable Communities Grant to conduct a study exploring if the creation of physical infrastructure – a food hub – would help increase expenditures on local agricultural products for producers in Southern Wisconsin from buyers in Southern Wisconsin and Northern Illinois. In September 2011, the department completed the Southern Wisconsin Food Hub Feasibility Study (Appendix C).

The findings of that feasibility study led to a public-private partnership between Dane County and the Wisconsin Farmers Union, which led to the creation and incorporation of the Wisconsin Food Hub Cooperative (WFHC) -- URL: http://www.wifoodhub.com/. The partnership provided the process and research foundation for the development of a business plan for the WFHC, leading to its business launch and continued development. However, the ability of farmers, including the members of the WFHC, to further supply the local and regional markets for grocery, food retailers and foodservice is currently limited by high logistics and transportation costs relative to order volume. The lack of affordable and workable cross dock and last-mile transportation infrastructure remains a barrier to entry to the Madison market.

The University of Wisconsin-Madison Center for Integrated Agricultural Systems (CIAS) -- URL:

https://www.cias.wisc.edu/ -- has been conducting research on models for successful food terminals, hubs, and cross-docks. In the winter of 2018, CIAS convened a group of interested supply- and demand-side businesses and institutions, as well as governmental agencies interested in a robust local food system, to share research and begin the dialogue about opportunities and challenges for a possible shared cross-docking facility. Such a facility could lower logistics and transportation costs, especially last-mile transportation costs; improve the Madison-area flow of products; and possibly create a staging area for larger regional markets such as Chicago, Milwaukee, and Minneapolis/St. Paul. This group agreed on the need for such a facility, and some of the businesses/institutions expressed interest in participating should it exist.

At the same time, the closing and sale of the Oscar Mayer plant spurred a conversation about the needs of the local food system, and the opportunities that plant and its location present. There is a local team in place, which has been coordinating this work to date and will continue to work closely with the selected consultant firm(s). This local team is comprised of members of the Healthy Retail Access Working Group of the Madison Food Policy Council, staff members of the University of Wisconsin CIAS, and members of the WFHC. This local team is committed to exploring how to overcome the barriers experienced by both producers and consumers, with the goal of increasing access to local food in the Madison market and strengthening the local food sector in Southern Wisconsin.

2.2 Rationale

The City of Madison is exploring the feasibility of a cross-docking food terminal facility to serve the Greater Madison area, with emphasis on locations within municipal boundaries. A food terminal and cross-docking facility would provide physical infrastructure to promote wholesale regional food transport and logistics by providing warehousing and docking facilities, including temperature controlled storage that keeps fresh food cold so that more food may flow through our region. Such a facility may also improve transportation logistics and reduce costs, especially for small supply chains.

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A terminal is a physical location where trucks can easily pull up to docks to load and unload, and where food ownership can change hands conveniently and efficiently between producers (farmers, food processors and retailers) and buyers (processors, retailers, restaurants, distributors and institutions such as schools and hospitals). Products in the terminal or “cross dock” move through an inbound dock and are transferred across the dock to an outbound transportation dock. From the wholesale terminal, buyers move the product to where it will be processed or retailed. A food hub may be an appropriate tenant for a food terminal cross-dock facility, but as a business, it is not interchangeable with multi-tenant food logistics infrastructure.

With the shuttering of the 70-acre Oscar Mayer Food Corporation campus on the north side of Madison, the growing demand for local agricultural products from large buyers, and high levels of interest from individual producers and larger buyers and distributors, the timing is right to explore the feasibility, impacts, and potential business models of a food terminal cross-docking facility. The City is requesting proposals to create a business plan and impacts study for such a facility.

2.3 Scope of Work

The City of Madison seeks a consultant to work with our local team to prepare a business plan, site analysis, economic impact study, and community benefits assessment. The ultimate goal is to determine the feasibility of a cross-docking food terminal in Madison, and to understand the parameters, partnerships, and amenities that are necessary for such a facility to be successful – or to discover that such a facility is not feasible, or that something else is needed. In service of this goal, the City desires the following deliverables. They are ranked in order of priority with the first (number one) being the most important, and last (number four) being the least important. Please note that the local team has pre-existing relationships that will allow the team to collect data, letters of interest, and possibly commitments that will be available to the consultant.

1. Business Plan A comprehensive business plan for a cross-docking food terminal that will guide decisions for all parties involved should the project go forward. The business plan must include:

a. Executive Summary with recommendations – prefacing the foundational question: is this a feasible proposition?

b. Background/Market Research Overview

c. Business Model

Building on work of the local team, define the business model and assumptions that are necessary for this wholesale cross-dock facility to be operationally and financially successful. Specifically, perform needs assessment, profile the market, outline and compare the physical space options, machinery and equipment (M&E) needs, and operational structure necessary to serve this market/facility. Final report should include the following:

• Food Sector Overview o Provide an analysis of metro Madison’s food sector, including:

Key institutional, retail, and restaurant buyers Small and medium-sized groceries Major and regional distribution firms operating Over-the-road food distribution Last mile food distribution

• Consult with partners such as the UW-Madison Center for Integrated Agricultural Systems to augment existing documentation of these stakeholders.

• Identification of the existing competition for this facility in the context of regional food flow.

• Producer Market Needs Assessment: Define the estimated type, quality and quantity of produce that growers/producers have expressed interest in moving through the proposed wholesale cross dock facility. Review and assess all existing research to date.

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• Buyer Market Needs Assessment: Define the estimated type, quality, and quantity, and packing requirements of produce that buyers are looking to purchase and what food safety requirements they have (e.g. temperature control, building specs). Review and assess all existing research to date.

• Vendor Needs Assessment: Determine what growers/distributors and buyers would be interested in moving existing wholesale relatonships to this proposed facility once operational, and identify priority vendor needs, food safety compliance considerations, lease terms, and how they will use the space by gauging vendor interest in the following operational models:

o Business-to-business farmers market (e.g. Ontario Food Terminal) o Option to rent space in a shared storage facility (e.g. Ontario Food

Terminal / GreenMarket Co.)

o Option to rent dedicated private storage/dock space (traditional terminal market model) o Identify examples of economically viable mixes of these different uses

d. Financial Projections (Pro-Forma)

• Financial Proformas: Produce 3 years of Financial Projections with Month to

Month Cash Flow analysis for year one. Determine whether this project will cash flow, and if so, when.

• Financial Assumptions: Identify the assumptions underlying the financial projections, i.e. absorption rate, vacancy rate, master lease rates, vendor lease rates, user fees, staffing costs, utilities, insurance, FSMA compliance, training, etc.

• Capital Expenditures: For each site option or facility analyzed, (1) estimate the costs for tenant improvements and M&E purchases, and (2) determine whether M&E could or should be purchased or leased up front

• Food Flow Assumptions - minimum market activity goal

• Facility design parameters: (1) Based on proposed tenant mix, indicate approximate range and size of (a) short-term cold and dry storage, (b) height and dock dimensions, (c) parking lot space (d) charging stations, and (2) Indicate what types and/or percentage of build out costs will be born by vendors/tenants

e. Organizational Model

• Profile and compare existing operational and organizational structures in North

America that the City should consider (Contact CIAS for research to date)

• Discuss options for organizational structure (e.g. City of Madison, non-profit entity, private, hybrid/ braided)

• Outline the operational and financial benefits of each option

• Identify whether there are any vendors that have shown interest and/or made commitments

• Identify who will backstop the lease under each organizational model

• Provide a staffing plan

• Summary of major parties involved o Work with local project team to secure business data and ascertain level of interest from prospective tenants/vendors

2. Comparative Site Analysis and Real Estate Overview

This component of the report will identify the advantages and disadvantages of different site development approaches in different locations to determine which site development scenario best fits our circumstances. The analysis must:

a. Evaluate the following site development options:

• Build-to-suit

• Oscar Mayer site retrofit

• Lease alternative existing spaces

b. Provide a cost comparison of the Oscar Mayer site (leasable) versus alternative leasable sites.

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c. Provide phased development scenarios for each site development option with milestones for years 1, 3, 5, and 10.

d. Provide an analysis of the Madison warehousing/light industrial real estate markets, including:

• Lease rates, and their projected increases in the coming 5, 10, and 20 years

• Available/feasible sites (location)

e. Consult with the City to obtain other recent studies of the Madison area food and real estate market prior to conducting analysis.

f. Identify the data sources and methods of analysis used to generate findings.

3. Economic Impact Analysis A central aim of this project is to promote regional economic growth. This component of the report will estimate the regional economic impact of a wholesale food terminal and cross-dock facility to help gauge the value of public investment in this project. The analysis must:

a. Determine the direct, indirect, and induced impacts of a wholesale food terminal and cross-dock facility in the Madison region

b. Identify the data sources and methods of analysis used to generate findings

c. Consult with local project partners, such as City Economic Development Division, MadREP and CIAS, prior to conducting analysis to build on existing data and reduce duplication

4. Community Benefit Assessment

The food sector varies in the quality of jobs it generates and the types of impacts it has on community and environmental well-being. This component of the report will complement the Economic Impact Analysis by exploring impacts of a wholesale food terminal and cross-dock facility. It should:

a. Identify the types of jobs and wages the terminal would generate, including:

• Required skills

• Hourly wage range

• Impact on low-income populations and communities of color

b. Specify projected impact of the terminal on the following

• Food price/availability to both small-medium-sized food retailers (e.g. ethnic markets, small groceries)

• Food waste recovery o Food Waste Recovery Guide - include as appendix

• Carbon emissions/air quality, especially from providing a more energy efficient option to cold chain maintenance, and improving transportation efficiencies

• Projected green space and farmland protection impact -(impact of having a market for high value product close to farm businesses in the region)

c. Identify the data sources and methods of analysis used to generate findings

2.4 Vendor Qualifications

Successful respondents will have experience with the wholesale food sector, business planning, and site analysis. Specific experience with wholesale produce markets or food terminals and/or the Midwest is preferred. Successful respondents will also have an understanding of how these facilities impact their host communities, and what benefits they bring. Further, this feasibility study project builds on active collaboration between the City and its partners in the business, nonprofit, and research sectors. As such, successful respondents will be prepared to work closely with the Healthy Retail Access Work Group and the local team to engage their expertise, leverage their relationships, and reduce duplication of research and outreach activities.

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The successful respondent will demonstrate:

1. Extensive experience developing start-up business plans for food-related ventures, with profit/loss, projected business development in the first decade, estimates of capital investment required for a successful ramp-up

2. Ability to create collaborative processes with local team

3. Skill with collaborative report writing

4. Experience with economic impact and community benefit analysis

5. Experience producing feasibility studies for design-to-suit and/or retrofit projects

6. A familiarity with real estate and site analysis

7. Experience with food hubs/terminal markets and wholesale food system

8. Understanding of food transportation and/or warehousing and refrigeration system

9. Experience working on projects with a strong community orientation

10. Ability to specify methodology of data collection and analysis

2.5 Term

Work will be completed 6 months after Common Council approval and signing of contract by the winning vendor with the business plan/model and comparative site analysis completed by the end of month 4 and a full report by the end of month 6.

2.6 Presentations and Public Appearances

The winning vendor will be expected to give monthly updates to the Healthy Retail Access Work Group, and to make presentations to the Madison Food Policy Council and possibly the Madison Common Council. Some of these could be remote presentations. They should be comfortable speaking in both formal and informal settings. Lastly, they should be prepared to field questions from the media.

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3 REQUIRED INFORMATION AND CONTENT OF PROPOSALS

3.1 General Information, Signatures, and Required Guarantees and Certifications

1. Form A – Signature Affidavit

2. Form B – Receipt Forms and Submittal Checklist

3. Form C – Contractor Profile Information

4. Form E - References

3.2 Project Qualifications

Please prepare a comprehensive proposal to do the work outlined in the scope above in section 2.3.

Please limit your response to questions 1-6 (below) to a maximum of 20 pages. Forms A-E are not counted in the 20 page limit.

Responses must be in the same sequence as listed and must be identified with the corresponding question number, i.e., Question 1, Question 2, etc. and should clearly address your team’s ability to perform the scope.

It is important to note that the City of Madison is actively engaged in promoting principles of inclusion through its Racial Equity and Social Justice Initiative (RESJI). The goals of RESJI include, but are not limited to:

• Creating living wage jobs, safe neighborhoods, high-quality education, a healthy, sustainable natural environment, efficient public transit, parks and green spaces, affordable and safe housing and healthy food are afforded to all;

• Ensuring the benefits of growth and change are equitably shared across our communities;

• Protecting the right for all people to have opportunities for fair and just inclusion in public processes and decisions; and

• Guaranteeing one’s future is not limited by race, ethnicity, gender, sexual orientation, disability, age, income, place of birth, place of residence or other group status.

Throughout your answers to the questions asked, please provide examples and considerations of the above principles and objectives. More information can be found at:

https://www.cityofmadison.com/civil-rights/programs/racial-equity-social-justice-initiative https://www.cityofmadison.com/civil-rights/programs/racial-equity-social-justice-initiative

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Questions

1. Firm/Team - Describe your team. State firm or firms that will be on the team, location of the office from which this engagement will be serviced, and the range of activities performed by the firm/team. Indicate whether you will include local subcontracts, and if so, what percentage of the work they are expected to perform.

2. Team Members - Describe individual team members. Include names, titles, roles, and responsibilities for each team member. Identify the project manager and primary contact. Include resumes for all team members. Resumes may be added as an appendix and will not count as part of your twenty pages.

3. Previous Relevant Work – Provide descriptions of related projects your team has successfully completed. Include descriptions of at least three successful projects. Specifically, what is your experience working in the wholesale food sector? Have you worked with other municipalities or regions that are comparable to the Greater Madison region? Have you worked on any of the following types on analysis:

a. Site analysis

b. Feasibility studies for design-to-suit and/or retrofit projects

c. Community Benefit Analysis

d. Economic Impact Analysis

e. Detailed business plan and pro forma development

Include descriptions of three successful projects, and provide three references from these projects on Form E.

4. Qualifications: Why is your team the best choice to perform this work? How does your experience and expertise prepare you to work with the local team on this project? How do you meet the technical qualifications outlined below? Rank the above project components (#3a-e) in order of your strongest to weakest qualifications, where highest ranked refers to the deliverable you are most qualified to perform.

5. Approach: Describe your approach to the scope of work outlined above. What will your process be? How will you complete the deliverables? What should we know about your methods? Please provide a Gantt chart detailing work and completion schedule for the project.

6. Summary: In 500 words or less, why should we select your company?

3.3 Cost

Please submit cost proposal, Form D, separate from the rest of the proposal.

Rev. 07/28/2016-8759-FormA-SignatureAffidavit.doc

Form A: Signature Affidavit

RFP #: 8759-0-2018-BP Food Terminal Cross Docking Facility Feasibility Study

This form must be returned with your response.

In signing Proposals, we certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise take any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit Proposals, that Proposals have been independently arrived at, without collusion with any other Proposers, competitor or potential competitor; that Proposals have not been knowingly disclosed prior to the opening of Proposals to any other Proposers or competitor; that the above statement is accurate under penalty of perjury.

The undersigned, submitting this Proposals, hereby agrees with all the terms, conditions, and specifications required by the City in this Request for Proposals, declares that the attached Proposals and pricing are in conformity therewith, and attests to the truthfulness of all submissions in response to this solicitation.

Proposers shall provide the information requested below. Include the legal name of the Proposers and signature of the person(s) legally authorized to bind the Proposers to a contract.

COMPANY NAME

SIGNATURE DATE

PRINT NAME OF PERSON SIGNING

Rev. 07/28/2016-8759-FormB-Receipt.doc

Form B: Receipt of Forms and Submittal Checklist

Facility Feasibility Study

This form must be returned with your response.

Proposers hereby acknowledge the receipt and/or submittal of the following forms:

Forms Initial to

Acknowledge

SUBMITTAL

Initial to Acknowledge

RECEIPT

Description of Services/Commodities N/A

Form A: Signature Affidavit

Form B: Receipt of Forms and Submittal Checklist

Form C: Vendor Profile

Form D: Cost Proposal

Form E: References

Answers for Questions in Section 3.2

Appendix A: Standard Terms & Conditions N/A

Appendix B: Contract for Purchase of Services N/A

Appendix C: Southern Wisconsin Food Hub Feasibility Study N/A

Addendum #

Addendum #

Addendum #

VENDOR NAME

Rev. 07/28/2016-8759-FormC-VendorProfile.doc

Form C: Vendor Profile

Facility Feasibility Study

This form must be returned with your response.

COMPANY INFORMATION

COMPANY NAME (Make sure to use your complete, legal company name.)

FEIN (If FEIN is not applicable, SSN collected upon award) CONTACT NAME (Able to answer questions about proposal.) TITLE

TELEPHONE NUMBER FAX NUMBER

EMAIL

ADDRESS CITY STATE ZIP

AFFIRMATIVE ACTION CONTACT

The successful Contractor, who employs more than 15 employees and whose aggregate annual business with the City for the calendar year, in which the contract takes effect, is more than twenty-five thousand dollars ($25,000), will be required to comply with the City of Madison Affirmative Action Ordinance, Section 39.02(9) within thirty (30) days of award of contract.

CONTACT NAME TITLE

TELEPHONE NUMBER FAX NUMBER

ORDERS/BILLING CONTACT

Address where City purchase orders/contracts are to be mailed and person the department contacts concerning orders and billing.

CONTACT NAME TITLE

TELEPHONE NUMBER FAX NUMBER

LOCAL VENDOR STATUS

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.

CHECK ONLY ONE:

Yes, we are a local vendor and have registered on the City of Madison website under the following category: www.cityofmadison.com/business/localPurchasing

No, we are not a local vendor or have not registered.

Rev. 07/28/2016-8759-FormD-CostProposal.doc

Form D: Cost Proposal

Facility Feasibility Study

This form must be returned with your response.

Prepare the fee proposal as all inclusive, not-to-exceed, fixed fees:

• All Inclusive – Covers all direct and indirect necessary expenses including but not limited to; travel, telephone, copying and other out-of-pocket expenses.

• Not To Exceed – The actual fees shall not exceed the amount specified in fee proposal.

• Fixed Fee – All prices, rates, fees and conditions outlined in the proposal shall remain fixed and valid for the entire length of the contract and any/all renewals.

Any pricing increases or additions must be agreed upon in writing by both parties.

1. Please list all the different components or phases of work you foresee providing to the City of Madison based on the scope of work provided in Section 2. Please provide the total cost for each component or phase as showing in the following chart. If you need extra space, feel free to use the blank rows below or attach a separate sheet.

Phase of Work Cost

1) Business Plan

2) Comparative Site Analysis and Real Estate Overview

3) Economic Impact Analysis

4) Community Benefit Assessment

Total

Rev. 07/28/2016-8759-FormD-CostProposal.doc

2. Please provide the hourly billing rate for all team members that would be assigned this RFP:

Position Name (if known) Hourly Billing Rate

Rev. 07/28/2016-8759-FormE-References.doc

Form E: References

Facility Feasibility Study

This form must be returned with your response.

REFERENCE #1 – CLIENT INFORMATION

COMPANY NAME CONTACT NAME

ADDRESS CITY STATE ZIP

TELEPHONE NUMBER FAX NUMBER

EMAIL

CONTRACT PERIOD YEAR COMPLETED TOTAL COST

DESCRIPTION OF THE PERFORMED WORK

REFERENCE #2 – CLIENT INFORMATION

COMPANY NAME CONTACT NAME

ADDRESS CITY STATE ZIP

TELEPHONE NUMBER FAX NUMBER

EMAIL

REFERENCE #3 – CLIENT INFORMATION

COMPANY NAME CONTACT NAME

ADDRESS CITY STATE ZIP

TELEPHONE NUMBER FAX NUMBER

EMAIL

STC 5.1.18.docx Page 1

CITY OF MADISON

(STC-Form: 05/01/2018)

1. General. Throughout this document, "City of Madison," "City" and "Purchasing" shall be synonymous and mean the City of Madison. The words "bid" and "proposal" are synonymous, as are the words "bidder," "proposer" and "contractor." The phrases "request for proposal," "invitation for bids," "request," "invitation," and "solicitation" shall also be synonymous.

As applied to the winning or selected bidder, the words "bid," "proposal," and "contract" are synonymous.

2. Entire Agreement, Order of Precedence. These standard terms and conditions shall apply to any Purchase Order issued as a result of this

Request for Bid/Proposal, except where expressly stated otherwise in the RFP or in a written instrument covering this purchase signed by an authorized representative of the City and the Contractor, in a form approved by the City Attorney (a “Separate Contract”). If such a separate contract is executed it shall constitute the entire agreement and no other terms and conditions, whether oral or written, shall be effective or binding unless expressly agreed to in writing by the City.

If a Separate Contract is not executed, these Standard Terms and Conditions, the City’s request for proposals, the version of the vendor’s bid that was accepted by the City, and the City’s Purchase Order (if any) shall constitute a contract and will be the entire agreement.

Order of Precedence: If there is a conflict between this Section A and any terms in the vendor’s accepted bid or proposal, this Section A shall control unless the parties expressly agree to another order of precedence, in writing. If there is a conflict between this Section A and a Separate Contract, the terms and conditions of the Separate Contract shall control.

I. TERMS FOR SUBMISSION OF BIDS: The following section applies to the bid/selection process only.

3. This invitation for bids does not commit the City to award a contract, pay any costs incurred in preparation of bids, or to procure or contract for services or equipment. The City may require the bidder to participate in negotiation and to submit such additional price or technical or other revisions to his or her bids as may result from negotiation. The bidder shall be responsible for all costs incurred as part of his or her participation in the pre-award process.

The City reserves the right to accept or reject any or all bids submitted, in whole or in part, and to waive any informalities or technicalities which at the City’s discretion are determined to be in the best interests of the City. Further, the City makes no representations that a contract will be awarded to any offeror responding to this request. The City expressly reserves the right to reject any and all bids responding to this invitation without indicating any reasons for such rejections(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.

4. Addenda. Changes affecting the specifications will be made by addenda. Changes may include, or result in, a postponement in the bid due date. Bidders are required to complete the Bidder Response Sheet, acknowledging receipt of all parts of the bid, including all addenda.

5. Price Proposal. All bidders are required to identify the proposed manufacturer and model, and to indicate the proposed delivery time on the attached Proposal Form. Failure to do so may cause the bid to be considered not responsive. If desired, the bidder may include product literature and specifications. The price quoted will remain firm throughout each contract period. Any price increase proposed shall be submitted sixty (60) calendar days prior to subsequent contract periods and shall be limited to fully documented cost increases to the bidder which are demonstrated to be industry-wide.

6. Price Inclusion. The price quoted in any bid shall include all items of labor, materials, tools, equipment, and other costs necessary to ful ly complete the furnishing and delivery of equipment or services pursuant to the specifications attached thereof. Any items omitted from the specifications which are clearly necessary for the completion of the project shall be considered a portion of the specifications although not directly specified or called for in these specifications.

7. Pricing and Discount.

a. Unit prices shown on the bid/proposal or contract shall be the price per unit of sale (e.g., gal., cs., doz., ea., etc.) as stated on the bid/proposal or contract. For any given item, the quantity multiplied by the unit price shall establish the extended price. If an apparent mistake exists in the extended price, the unit price shall govern in the bid/proposal evaluation and contract administration.

b. In determination of award, discounts for early payment will only be considered when all other conditions are equal. Early payment is defined as payment within fifteen (15) days providing the discount terms are deemed favorable. All payment terms must allow the option of Net 30.

8. F.O.B. Destination Freight Prepaid. Bid prices must include all handling, transportation and insurance charges. Failure to bid FOB Destination Freight Prepaid may disqualify your bid.

9. Award.

a. The City will have sole discretion as to the methodology used in making the award. Where none is specified, the award will be made to the lowest responsible bidder in compliance with the specifications and requirements of this solicitation.

b. The right is reserved to make a separate award of each item, group of items or all items, and to make an award in whole or in part, whichever is deemed in the best interest of the City.

10. Responsiveness and Responsibility. Award will be made to the responsible and responsive bidder whose bid is most advantageous to the City with price and other factors considered. For the purposes of this project, responsiveness is defined as the bidder’s conformance to the requirements of the solicitation. Being not responsive includes the failure to furnish information requested.

Responsibility is defined as the bidder’s potential ability to perform successfully under the terms of the proposed contract. Briefly, a responsible bidder has adequate financial resources or the ability to obtain said resources; can comply with required delivery taking into fnbjp Text Box Appendix A

STC 5.1.18.docx Page 2 account other business commitments; has a satisfactory performance record; has a satisfactory record of integrity and business ethics; and has the necessary organization, experience and technical skills.

The City reserves the right to refuse to accept any bid from any person, firm or corporation that is in arrears or is in default to the City, or has failed to…