D- REQUEST FOR PROPOSAL

2025-RFP-047

COMMUNITY GARDEN MANAGEMENT SERVICES AT ANDERSON

FARM COUNTY PARK

County of Dane

City-County Building, Room 425, 53703

Madison, WI 53703

RELEASE DATE: September 9, 2025

DEADLINE FOR QUESTIONS: October 1, 2025

RESPONSE DEADLINE: October 22, 2025, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/countyofdane

County of Dane

D- REQUEST FOR PROPOSAL

Community Garden Management Services at Anderson Farm County

Park

I. Introduction II. RFP Guidelines and Overview

III. Contract Term IV. Project Overview & Scope of Work V. RFP Response Requirements & Evaluation Criteria

VI. Pricing Proposal VII. Vendor Questionnaire

VIII. Standard Terms and Conditions

Attachments:

A - Attachment A- Maps- 25047

D- Request For Proposal #2025-RFP-047 Title: Community Garden Management Services at Anderson Farm County Park

1. Introduction

1.1. Summary

The purpose of this document is to provide interested parties with information to enable them to prepare and submit a solicitation response for Community Garden Management Services at Anderson

Farm County Park.

The County intends to use the results of this process to award a contract(s) or issuance of purchase order for the product(s) and or services(s) stated above.

1.2. Contact Information

Hazel Schuster

Purchasing Officer

210 Martin Luther King Jr Blvd

Madison, WI 53703

Email: schuster.hazel@countyofdane.com

Phone: (608) 896-3861

Department:

Land & Water

1.3. Timeline

Release Project Date September 9, 2025

Vendor Conference (Non-Mandatory) September 25, 2025, 2:00pm

Anderson Farm County Park, 805 Union Rd, Oregon, WI 53575

Question Submission Deadline October 1, 2025, 4:00pm

Question Response Deadline October 8, 2025, 4:00pm

Proposal Submission Deadline October 22, 2025, 2:00pm mailto:schuster.hazel@countyofdane.com tel:(608)896-3861

2. RFP Guidelines and Overview

2.1. GENERAL SOLICITATION PROCESS

1. REASONABLE ACCOMMODATIONS

1. The County will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If you need accommodations at a vendor conference or site visit, contact the Purchasing Officer listed or call WI Relay 711 for TDD Services.

2. VENDOR REGISTRATION

1. Interested vendors are required to register at the County's eProcurement Portal. Registration is free and will ensure that you receive notifications of solicitations that match your profile and category codes as well as providing the County with up-to-date company contact information.

2. Once registered, please double check to make sure your vendor information including commodity codes is up-to-date by signing into your account at the County's eProcurement

Portal.

3. CALENDAR OF EVENTS

1. Specific and estimated dates and times of actions related to this solicitation are listed in the timeline in the Introduction Section. The actions with specific dates must be completed as indicated unless otherwise changed by the County. In the event that the County finds it necessary to change any of the specific dates and times in the calendar of events listed below, it will do so by issuing an addendum to this RFP and posting such addendum on the Dane

County eProcurement Portal.

4. CLARIFICATION OF THE SPECIFICATIONS / QUESTIONS

1. All inquiries concerning this solicitation must be submitted via the County's eProcurement

Portal.

2. Questions must be submitted before 4:00 pm on Wednesday, October 1, 2025.

a. Requests submitted after that time frame will not be considered.

3. Proposers are expected to raise any questions, exceptions, or additions they have concerning the solicitation at this point in the process. If a proposer discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this solicitation, the proposer should immediately notify the contact person of such error and request modification or clarification to the solicitation document.

4. Proposers are prohibited from communicating directly with any employee of Dane County, except as described herein. No County employee or representative other than those individuals https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane listed as County contacts on this solicitation is authorized to provide any information or respond to any question or inquiry concerning this solicitation.

5. ADDENDA & REVISIONS

1. In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this bid, addenda and/or supplements will be posted via the

County's eProcurement Portal. Bidders are responsible to regularly monitor the web site for any such postings. It is recommended to check the eProcurement Portal for addenda prior to submitting a proposal. Bidders must acknowledge the receipt/review of any addenda via the eProcurement Portal.

2. The Purchasing Division has the sole authority for modifications to specifications and/or the solicitation document.

6. INSPECTION OF PREMISES/VENDOR SITE VISIT - when applicable

1. When applicable, bidder’s may inspect site(s) prior to submitting bids to determine all requirements associated with the project by contacting Hazel Schuster. Failure to do so will in no way relieve the successful bidder from the necessity of providing, without additional cost to the County, all necessary services that may be required to carry out the intent of the resulting contract.

2.2. BID / PROPOSAL SUBMISSION

Dane County strongly encourages all vendors to submit proposals well in advance of the solicitation deadline. By doing so, if there are any technical difficulties, there is time to attempt to resolve the situation before the deadline. Late bids will not be accepted.

If there are technical difficulties while trying to submit, first, contact OpenGov Support by clicking into the small blue circle on the bottom, right side of your screen while logged into the OpenGov system.

1. SUBMITTAL INSTRUCTIONS

1. Dane County reserves the right to accept any part of this bid deemed to be in the best interest of the County. The County also retains the right to accept or reject any or all bids.

2. Proposals must be submitted via the County's eProcurement Portal before 2:00 pm on

Wednesday, October 22, 2025. Late, faxed, mailed, hand-delivered, or incomplete proposals will be rejected unless otherwise specified. Dane County is not liable for any cost incurred by proposers in replying to this solicitation.

3. To Submit a Proposal:

a. Register at the County's eProcurement Portal at https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane

b. Click on the green "+Subscribe" button on the left side of the screen and proceed to create an account or sign in if an account already exists.

c. Once registered, click on the "draft" button to draft your proposal.

d. Provide company information

e. Complete the entire Vendor Questionnaire

f. Where indicated, upload the required documents.

g. The file upload status can be seen for each document uploaded.

h. Confirm all files have been uploaded

i. Review your work and click on "submit" proposal

j. Acknowledge any addenda

2. MULTIPLE PROPOSALS & ACCEPTANCE

1. Multiple proposals from a vendor will be permissible; however, the proposer must create separate accounts with separate log-in sequences, emails, and passwords on the

County’s eProcurement Portal. Each such proposal must be submitted separately and labeled as

Proposal #1, Proposal #2, etc.

2. Please message procurementsupport@opengov.com with any questions regarding set up.

3. GENERAL INSTRUCTIONS ON SUBMITTING COST PROPOSALS

1. The Cost Proposal section of this solicitation will either be incorporated into the system as a

Pricing Table or as a separate Cost Proposal Attachment that must be downloaded, completed, saved, and uploaded to the Vendor Questionnaire section.

2. Price(s) quoted shall include all labor, materials, equipment, shipping and other costs and conditions outlined within the bid. Pricing shall remain fixed.

4. RIGHT TO REJECT PROPOSALS & NEGOTIATE CONTRACT TERMS

1. The County reserves the right to accept any part of a submission deemed to be in the best interest of the County and to reject any and all proposals and to negotiate the terms of the contract, including the award amount, with the selected proposer prior to entering into a contract. If contract negotiations cannot be concluded successfully with the highest scoring proposer, the County may negotiate a contract with the next highest scoring proposer.

2.3. VENDOR QUESTIONNAIRE DEFINITIONS

1. LOCAL VENDOR PURCHASING PREFERENCE - applicable to RFBs - DOES NOT APPLY TO PUBLIC WORKS

BIDS

mailto:procurementsupport@opengov.com

1. Under Dane County Ordinance 25.08(11)(c-e), a Locally Based and Owned Vendor, Locally

Operated Vendor, or Non-Locally Operated Vendor may be invited to match the low bid if the low bid is offered by a vendor that is not identified as a Locally Based and Owned Vendor, Locally Operated Vendor, or Non-Locally Operated Vendor according to Dane County Ordinance requirements. Local Vendor Preferences do not apply to bids for sand, gravel, salt, asphalt and concrete.

Locally Based and Owned Vendors:

1. When bids are reviewed, the County will determine if a Locally Based and Owned Vendor responding to the bid is the low bidder. If a Locally Based and Owned Vendor is the low bidder, they will be awarded the bid.

2. If a Locally Based and Owned Vendor is not the low bidder but is within 15% of the low bid, the

County will contact the Locally Based and Owned Vendor and provide that vendor the option of matching the low bid price.

3. If no Locally Based and Owned Vendors are among the responding bidders, or the Locally Based and Owned Vendor declines to match the low bid, then the County will determine if a Locally

Operated Vendor has responded to the bid.

Locally Operated Vendors:

4. If a Locally Operated Vendor is within 10% of the low bid, the County will contact the Locally

Operated Vendor and provide that vendor the option of matching the low bid price.

5. If no Locally Operated Vendors are among the responding bidders, or the Locally Operated

Vendor declines to match the low bid, then the County will determine if a Non-Locally Operated

Vendor has responded to the bid.

Non-Locally Operated Vendors:

6. If a Non-Locally Operated Vendor is within 5% of the low bid, the County will contact the Non-

Locally Operated Vendor and provide that vendor the option of matching the low bid price.

7. If no Non-Locally Operated Vendors are among the responding bidders, or the Non-Locally

Operated Vendor declines to match the low bid, then the County will award the bid to the low bidder without regard to the location of the vendor.

2. LOCAL VENDOR PURCHASING PREFERENCE - applicable to RFPs - DOES NOT APPLY TO PUBLIC WORKS

BIDS

1. Under County ordinances, a Local Vendor is defined as a supplier or provider of equipment, materials, supplies or services that has an established place of business within the County of

Dane. An established place of business means a physical office, plant or other facility. A post office box address does not qualify a vendor as a Local Vendor.

1. County ordinance provides that a local vendor (within Dane County) automatically receive five points toward the evaluation score.

2. County ordinance provides that vendors located within the counties adjacent to Dane County

(Columbia, Dodge, Green, Iowa, Jefferson, Rock, Sauk) automatically receive two points toward the evaluation score.

3. LOCAL CONTENT VENDOR PREFERENCE - generally only applicable to RFBs - DOES NOT APPLY TO

PUBLIC WORKS BIDS

1. Under Dane County Ordinance 25.08(4)(f-j), bidders offering goods made in Dane County, its surrounding counties, or the State of Wisconsin receive a price preference on sealed bid solicitations. Bids are first evaluated to determine if any bidders are offering products that qualify as Dane County-Made Goods, Regionally-Made Goods, or Wisconsin-Made Goods. Local

Vendor Preferences do not apply to bids for sand, gravel, salt, asphalt and concrete.

2. A bidder offering Dane County-Made Goods will be considered the successful bidder if their price is up to 15% higher than the low bid for goods that are not Dane County-Made Goods. If no vendors meet this criteria, then the County will determine if any bidder is offering Regionally-

Made Goods. If so, then such a bidder will be considered successful if their price is up to 12.5% higher than the low bid for goods that are not Regionally-Made Goods. If no vendors meet this criteria, then the County will determine if any bidder is offering Wisconsin-Made Goods. If so, that bidder will be considered successful if their price is up to 10% higher than the low bid for goods that are not Wisconsin-Made Goods. If no vendors are offering Dane County-Made, Regionally-Made, or Wisconsin-Made Goods, then the County will evaluate the low bid without regard to the content of the goods.

4. FAIR LABOR PRACTICES CERTIFICATION

1. Dane County Ord. 25.09 (1) is as follows:

a. (28) BIDDER RESPONSIBILITY. (a) Any bid, application or proposal for any contract with the county, including public works contracts regulated under chapter 40, shall include a certification indicating whether the bidder has been found by the National Labor Relations

Board (NLRB) or the Wisconsin Employment Relations Committee (WERC) to have violated any statute or regulation regarding labor standards or relations within the last seven years.

The purchasing manager shall investigate any such finding and make a recommendation to the committee, which shall determine whether the conduct resulting in the finding affects the bidder’s responsibility to perform the contract.

2. If a company indicates that they have been found by the NLRB or WERC to have such a violation in the Vendor Questionnaire section, a copy of any relevant information regarding such violation with is required to be uploaded with the bid submission.

3. Additional information about the NLRB and WERC can be found using the following links:

www.nlrb.gov and http://werc.wi.gov.

5. COOPERATIVE PURCHASING

1. Participating in cooperative purchasing gives vendors the opportunity for additional sales without additional bidding. Municipalities and state agencies use cooperative purchasing to expedite purchases. A “municipality” is defined as any county, city, village, town, school district, https://www.nlrb.gov/ http://werc.wi.gov/ board of school directors, sewer district, drainage district, vocational, technical and adult education district, or any other public body having authority to award public contracts (s.

16.70(8), Wis. Stats.). Federally recognized Indian tribes and bands in this state may participate in cooperative purchasing with the state or any municipality under ss. 66.0301(1) and (20, Wis.

Stats.

2. In the Vendor Questionnaire section, you will have the opportunity to participate in allowing municipalities and state agencies to piggyback this bid. Participation is not mandatory. A vendor’s decision on participating in this service has no effect on awarding the bid.

3. Dane County is not a party to these purchases or any dispute arising from these purchases and is not liable for delivery or payment of any of these purchases.

6. DESIGNATION OF CONFIDENTIAL & PROPRIETY INFORMATION - generally only applicable to RFPs

1. All restrictions on the use of data contained within a proposal and all confidential information must be clearly stated on the Vendor Information Attachment under the “Designation of

Confidential and Proprietary Information” section.

2. Proprietary information submitted in a proposal, or in response to the RFP, will be handled in accordance with the applicable Wisconsin State Statute(s).

3. Submitted pricing will always become public information when proposals are opened and therefore cannot be designated as confidential.

4. Other information cannot be kept confidential unless it is a trade secret. Trade secret is defined in Sect. 134(80)(1)(c) Wis. State Statutes, as follows: "Trade secret" means information, including a formula, pattern, compilation, program, device, method technique or process to which all of the following apply:

a. 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.

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

5. To the extent permitted by law, it is the intention of Dane County to withhold the contents of the proposal from public view until such times as competitive or bargaining reasons no longer require non-disclosure, in the opinion of Dane County. At that time, all proposals will be available for review in accordance with the Wisconsin Open Records Law.

6. In the event the Designation of Confidentiality of this information is challenged, is required to provide legal counsel or other necessary assistance to defend the Designation of Confidentiality.

7. Failure to designate confidential and proprietary information within the Designation of

Confidential and Proprietary Information section of the Vendor Information Attachment may mean that all information provided as part of the proposal response will be open to examination or copying. The County considers other markings of confidential in the proposal document to be insufficient. The undersigned agrees to hold the County harmless for any damages arising out of the release of any material unless they are specifically identified within the Designation of

Confidential and Proprietary Information section of the Vendor Information Attachment.

2.4. EVALUATION

1. PRELIMINARY EVALUATION

1. The proposals will first be reviewed to determine if all applicable requirements are met. Failure to meet mandatory requirements may result in the proposal being rejected. In the event that all vendors do not meet one or more of the mandatory requirements, the County reserves the right to continue the evaluation of the proposals and to select the proposal which most closely meets the requirements specified in the solicitation.

2. PROPOSAL SCORING - applicable to RFPs

1. Accepted proposals will be reviewed by an evaluation team and scored against the stated criteria in the evaluation section of the RFP posting. This scoring will determine the ranking of vendors based upon their written proposals. If the team determines that it is in the best interest of the County to require a Phase 2 Evaluation which may include oral presentations, the highest-ranking vendors will be invited to make such presentations. Those vendors that participate in the interview process will then be scored, and the final ranking will be made based upon those scores.RFP Cost Proposal's will be scored using a standard quantitative calculation where the most cost criteria points will be awarded to the proposal with the lowest cost.

3. ORAL PRESENTATIONS/INTERVIEW - applicable to RFPs

1. Top ranked selected proposers may be required to make oral interview presentations and/or site visits to supplement their proposals, if requested by the County. The County will make every reasonable attempt to schedule each presentation at a time and location that is agreeable to the proposer. Failure of a proposer to conduct a presentation to the County on the date scheduled may result in rejection of the vendor’s proposal.

2.5. AWARD

1. RFB AWARD

1. The County will award the bid to the most responsive and responsible bidder whose bid is most advantageous to the County. In determining the most advantageous bid, the County may consider criteria such as, but not limited to, cost, bidder’s past performance and/or service reputation, and service capability, quality of the bidder’s staff or services, customer satisfaction, references, the extent to which the bidder’s staff or services meet the County’s needs, bidder’s past relationship with the County, total long term cost to the County, fleet continuity and any other relevant criteria listed in this solicitation.

2. A resulting award and any part thereof shall not be subcontracted or assigned to another

Contractor without prior written permission of the County. The Contractor shall be directly responsible for any Subcontractor’s performance and work quality when used by the Contractor to carry out the scope of the job. Subcontractors must abide by all terms and conditions under this Contract.

2. RFP AWARD

1. An RFP award will typically be granted in one of two ways.

a. The award may be granted to the highest scoring responsive and responsible proposer.

b. Alternatively, the highest scoring proposer or proposers may be requested to submit final and best offers. If final and best offers are requested, they will be evaluated against the stated criteria, scored and ranked. The award will then be granted to the highest scoring proposer.

2. A resulting award and any part thereof shall not be subcontracted or assigned to another

Contractor without prior written permission of the County. The Contractor shall be directly responsible for any Subcontractor’s performance and work quality when used by the Contractor to carry out the scope of the job. Subcontractors must abide by all terms and conditions under this Contract.

3. PAYMENT TERMS AND INVOICING

1. Unless otherwise agreed upon in writing, Dane County will pay properly submitted vendor invoices within thirty (30) days of receipt of goods or services. Payment will not be made until goods or services are delivered, installed (if required), and accepted as specified. Invoices presented for payment shall be submitted to via email to the Department Invoice Email

Address shown on the Bill To section of the PO issued. The Dane County purchase order number must be noted on the submitted invoice.

2. Other incidental or standard industry charges not identified herein, are not allowed under this contract. Miscellaneous service charges used to help the Contractor pay various fluctuating current and future costs are not allowed. These charges include, but are not limited to, costs directly or indirectly related to the environment, energy issues, fuel charges, service and delivery of goods and services.

4. NOTIFICATION OF INTENT TO AWARD

1. Upon finalizing the award, a notification email may be sent via the OpenGov system showing the awarded vendor(s).

2. As a courtesy, the County may send a Notice of Intent letter to responding vendors at the time of the award. - applicable to RFPs

3. Written notice of award to a vendor in the form of a purchase order or other document, mailed or emailed to the address shown on the bid will be considered sufficient notice of acceptance of bid.

5. CERTIFICATE OF INSURANCE

1. The successful vendor is required to submit to Dane County a Certificate of Insurance prior to performing any work under this contract. The certificate is required prior to issuance of purchase order. See the Insurance Responsibility section within the Standard Terms &

Conditions.

2. Please contact your insurance representative to issue an Additional Insured Endorsement naming County of Dane, a municipal corporation, its boards, commissions, agencies, officers, employees and representatives listed as an ADDITIONAL INSURED on the General Liability policy.

3. Indicate mailing address as:

o County of Dane

Risk Management

City County Building Room 425

210 Martin Luther King Jr., Blvd.

Madison, WI 53703

4. Please inform your insurance representative that you have agreed to provide us with 30 Days written notice in the event of cancellation for any reason before the expiration date of your policy or policies.

5. Vendor may email Certificates of Insurance to risk.management@danecounty.gov.

6. Call 608-266-4965 with any questions.

6. PERMITS & LICENSES

1. The Contractor selected under this bid shall be required to obtain the necessary permits and licenses prior to performing any work under this contract. The Contractor will be required to demonstrate valid possession of appropriate required licenses and will keep them in effect for the term of this contract.

2. Contractor must be financially responsible for obtaining all required permits and licenses to comply with pertinent regulations, municipal, county, State of Wisconsin and Federal laws, and shall assume liability for all applicable taxes.

7. SATISFACTORY WORK

1. Any work found to be in any way defective or unsatisfactory shall be corrected by the

Contractor at its own expense at the order of the County. The County also reserves the right to contract out services not satisfactorily completed and to purchase substitute services mailto:risk.management@danecounty.gov elsewhere. The County reserves the right to charge the vendor with any or all costs incurred or retain/deduct the amount of such costs incurred from any monies due or which may become due under this contract.

8. GOVERNMENT STANDARDS

1. All materials, equipment, and supplies provided to the County must fully comply with all safety requirements as set forth by the Wisconsin Department of Commerce and all applicable OSHA

Standards. Bidders shall comply with all local, state and federal regulations, directives and laws.

9. DANE COUNTY SUSTAINABILITY PRINCIPLES

1. On October 18, 2012, the Dane County Board of Supervisors adopted Resolution 103, 2012-2013 establishing the following sustainability principles for the county:

o Reduce and eventually eliminate Dane County government’s contribution to fossil fuel dependence and to wasteful use of scarce metals and minerals;

o Reduce and eventually eliminate Dane County government’s contribution to dependence upon persistent chemicals and wasteful use of synthetic substances;

o Reduce and eventually eliminate Dane County government’s contribution to encroachment upon nature and harm to life-sustaining ecosystems (e.g., land, water, wildlife, forest, soil, ecosystems); and o Reduce and eventually eliminate Dane County government’s contribution to conditions that undermine people’s ability to meet their basic human needs.

2.6. CONTRACTING

1. CONTRACT/PROJECT ADMINISTRATION

1. The County department(s) utilizing the service will be responsible for drafting, coordinating, monitoring and administering the resulting service contract/purchase order. The department shall be responsible for notifying the awarded vendor about contract renewals or extensions.

Any modifications or additions to the contract(s)/purchase order(s) shall be communicated by the department to the Purchasing Division.

2. CONTRACT ASSIGNMENT - SUBCONTRACTORS

1. A resulting contract and any part thereof shall not be subcontracted or assigned to another

Contractor without prior written permission of the County. The Contractor shall be directly responsible for any subcontractor's performance and work quality when used by the Contractor to carry out the scope of the job. Subcontractors must abide by all terms and conditions under this Contract.

3. CONTRACT ADDITIONS

1. The County reserves the right to add new items and locations at a price conforming to other like items on the contract. The procedure for such additions shall be as follows:

a. The County Purchasing Officer will contact the vendor requesting pricing for the item(s) to be added.

b. The vendor, within three working days, should respond in writing and include the bid number, contract period and the price for each item or service to be provided.

c. Upon receipt, the County shall issue a Change Order adding the service or product(s) to the

Contract or Purchase Order.

2. The County reserves the right to accept or reject prices and obtain bids on the open market for these add ons.

3. When applicable, Contractor may be required to sign a Dane County Contract.

4. CONTRACT TERMINATION

1. If for any reason the successful contractor fails to fulfill the requirements of the contract for providing the specified services, the County shall have the right to cancel the contract at any time and negotiate for the services with another contractor.

3. Contract Term

The contract shall be effective on the date indicated on the Dane County Purchase Order or the Dane

County Contract execution date. The initial term length and renewal terms available are estimates only and are subject to change.

If applicable, any optional or renewal terms are not automatic extensions. Renewal terms must be agreed upon mutually by Dane County and Contractor.

Anticipated Terms (Calendar Dates)

Term 1: January 1, 2026- December 31, 2026

Term 2: January 1, 2027- December 31, 2027 (Renewal)

Term 3: January 1, 2028- December 31, 2028 (Renewal)

Term 4: January 1, 2029- December 31, 2029 (Renewal)

Term 5: January 1, 2030- December 31, 2030 (Renewal)

4. Project Overview & Scope of Work

The following definitions and links are used throughout the RFP.

County: Dane County

County Agency: Department/Division utilizing the service or product.

Dane County Purchasing website: https://www.danepurchasing.com/

Proposer/Vendor/Firm/Contractor: a company submitting a proposal in response to this RFP.

4.1. Purpose

1. Dane County Parks supports community and market grower gardens by providing land when it aligns with a park's master plan or overall property goals. Dane County Parks has established community agriculture sites at several parks through the system.

2. Dane County Parks does not have the capacity to directly manage these gardens. Instead, the county relies on non-profit partners to take on the management and oversight of gardening operations.

3. Dane County Parks aims to contract a garden operator at Anderson Farm County Park. The selected contractor shall serve as the lead entity responsible for operating and maintaining an established community garden and associated parkland on approximately 37 acres at Anderson

Farm County Park, located in the Town of Oregon, Dane County, Wisconsin.

4. Organizations that have demonstrated ability to perform the tasks identified in this Request for

Proposals are encouraged to apply.

4.2. Scope of Services/Specification Overview

1. Day-to-Day Operations

a. The Contractor shall lead all aspects of community garden establishment, administration, and maintenance, including plot layout and assignments; gardener recruitment and orientation; ongoing communications with gardeners; and the fair and timely resolution of garden-related conflicts.

b. Day-to-day responsibilities shall include managing applications and waitlists, subleasing garden plots, collecting and tracking plot fees, enforcing Dane County Ordinances Chapter

53 (County Parks) and garden-specific rules, addressing maintenance needs, coordinating volunteer activities, and promptly responding to emerging issues such as vandalism, safety hazards, or infrastructure repairs.

c. Routine site inspections shall be conducted to ensure plots are maintained in accordance with garden rules and that common areas, paths, and shared facilities remain clean, accessible, and in good repair.

2. Site and Infrastructure Maintenance https://www.danepurchasing.com/

a. The contractor shall be responsible for all site preparation activities such as tilling, soil amendments, planting cover crops, staking plots, and any other necessary groundwork.

b. The Contractor is also responsible for mowing and maintaining all land within the 37-acre contract area, including regular mowing of garden paths to ensure safety and ease of access, as well as lawn care around the on-site house.

c. If plots are not subleased, or if a gardener fails to maintain their plot throughout the year, it is the contractor’s responsibility to mow or otherwise maintain those plot(s) for the duration of the growing season.

d. At the end of each growing season, the contractor must properly winterize the irrigation system, including blowing out irrigation lines to prevent damage.

e. The Contractor is expected to continuously monitor and maintain the general condition of the garden area and the surrounding parkland within the contract boundary, ensuring all maintenance meets Dane County Parks’ standards.

f. Dane County Parks will provide a porta-potty for the growing season.

3. Access, Inclusion, and Community Engagement

a. The garden is intended to serve regional needs, with a specific focus on supporting underserved and displaced communities, including but not limited to Hmong growers and others formerly displaced from previous community garden sites.

b. Providing language interpretation services, particularly in Hmong, is highly desired and will be considered a strength in evaluating proposals.

c. The contractor shall work to ensure equitable access and foster a welcoming, inclusive gardening environment for all participants.

d. The contractor is required to host regular educational workdays and garden education programs designed for both the general public and participating gardeners. These programs should promote gardening skills, sustainable practices, and community building, and be accessible to people of all ages and backgrounds.

4. Designated Plots for Food Donation

a. The contractor shall provide garden plots at no charge to the Anderson Park Friends.

b. These plots are to be used solely for growing produce to supply local food pantries.

5. Capital Improvements and Fundraising

a. The Contractor is encouraged to initiate and lead fundraising activities in support of infrastructure improvements identified in the approved Concept Plan (e.g., storage sheds, cold pack facilities, greenhouses). Fundraising may include, but is not limited to, securing grant funding, soliciting private donations, and organizing community fundraising events.

b. Prior to initiating any fundraising activity for a specific improvement, the Contractor shall submit a comprehensive written proposal to Dane County Parks. The proposal shall include a detailed project description, scope of work, design specifications, cost estimates, and a fundraising plan. Fundraising efforts for the proposed improvement shall not commence until Dane County Parks has reviewed the proposal and issued formal written approval.

c. All permanent infrastructure constructed within the project area, regardless of the funding source, shall become the property of Dane County Parks upon completion. All development projects will be publicly bid and administered in accordance with Dane County’s purchasing policies and procedures unless otherwise agreed to in writing. Scheduling of such projects will be determined by Dane County Parks based on procurement requirements, staff capacity, and the County’s overall capital project schedule. The development of permanent infrastructure by the Contractor using non-county dollars will create an opportunity for a long-term lease of the garden area and associated improvements.

6. Coordination and Communication

a. The contractor shall serve as the primary liaison between gardeners, Dane County Parks, the general public, and other stakeholders. The contractor must maintain open and regular communication with Dane County Parks staff.

b. A current sublease map and complete list of all sublessees shall be submitted to Dane

County Parks prior to April 1 of each growing season. An annual written report, including detailing plot use, gardener demographics, community engagement, maintenance activities, and annual budget shall be submitted by December 31 of each year.

7. Compliance and Oversight

a. The contractor must comply with all applicable federal, state, and local laws, as well as all policies and procedures established by Dane County Parks. Activities must not negatively impact natural areas, trails, or other park features.

b. The community garden shall remain open to the public for viewing and enjoyment, allowing park visitors to appreciate the garden’s beauty and educational value. However, all produce, flowers, and other plants grown within the garden plots are the property of the individual gardeners who cultivate them. Park users may not pick, harvest, or remove any fruit, vegetables, flowers, or other plant material without the express permission of the gardener responsible for that plot.

4.3. Optional Use and Improvement of On-Site House

1. See Section 2 On-Site House within the Vendor Questionnaire to indicate whether there is interest.

a. If there is interest, the following questions will require a response to be uploaded within

Section 2 On-Site House of the Vendor Questionnaire:

i. Financial Feasibility and Sustainability Demonstrate a realistic and sustainable plan for covering ongoing interior maintenance, repairs and utilities.

ii. Identify funding sources or revenue models to support long-term use. Facility Upgrade

Plan Outline a clear and achievable plan for necessary facility upgrades (e.g., accessibility improvements, code compliance), including timeline, cost estimates, and funding approach.

iii. Alignment and Purpose the proposed use of the house clearly supports on-site agricultural-related education and aligns with the overall goals of the site.

2. Proposers may elect to include the use and improvement of the on-site house located on the property as part of their proposal. Use of the house is not required to submit a proposal for the primary farm management responsibilities. The house may not be used for residential purposes, including housing of gardeners, staff, or an on-site garden manager.

3. If included, the use of the house must directly support on-site agricultural-related public educational activities and align with the overall goals of the site. The proposed use and plans must be clearly described in the proposal response.

4. The selected organization will enter into a separate lease agreement for the house for the duration of the contract. This lease agreement will assign full responsibility for all interior maintenance and repairs, as well as ongoing utility expenses, including electricity, gas and HVAC systems, telephone, and internet services to the contractor. The contractor will also be responsible for routine facility cleaning and provision of consumable supplies such as soap, toilet paper, and other amenities.

5. Dane County Parks will retain responsibility for exterior maintenance to ensure the building remains watertight, including upkeep of the roof, windows, and exterior walls.

6. If a proposer intends to develop the house into a full public education center, further discussions with the County will be required to define responsibilities for planning, development, and financing of any facility upgrades. These may include improvements needed to comply with public-use codes and accessibility standards (such as accessible entrances and restrooms). Any such details will be finalized in the separate lease agreement prior to execution.

4.4. Dane County Parks Garden Rules

1. Dane County Ordinances Chapter 53 (County Parks) apply. The contracted garden administrator is responsible for enforcing the garden-specific rules listed below and may establish additional program rules as needed. All gardeners must be informed of these rules at registration and acknowledge their receipt.

2. Permitted Crops

a. Only fruits, vegetables, culinary herbs and flowers may be cultivated.

b. Traditional row cropping is strictly prohibited.

3. Prohibited Uses

a. The keeping of livestock or poultry (e.g., chickens, goats) is strictly prohibited.

b. Illegal plants, invasive species, and cannabis are strictly prohibited.

c. Structures such as permanent fencing, sheds, decks, or greenhouses are not allowed in each individual gardeners plots. Infrastructure development shall serve the whole community garden as outlined in the Anderson Farm County Park Market Garden Concept Plan and in coordination with and pending final approval from Dane County Parks.

4. Plot Maintenance

a. Gardeners must maintain their plots in a weed-free, orderly, and safe condition.

b. Pathways between plots must be kept clear, passable, and mowed.

c. Plots must be actively cultivated by June 15 each season. Unused plots must be mowed regularly or planted in a cover crop.

5. End-of-Season Cleanup

a. All personal property (e.g., stakes, fencing, tools, trellises, tarps) must be completely removed from Anderson Farm County Park by November 15 each year.

b. Items left after this date may be removed and disposed of by Dane County Parks staff, and the contractor will be charged for all labor and disposal costs.

6. Water Use and Irrigation

a. Gardeners must use water efficiently and may not alter underground irrigation system infrastructure.

b. The contractor will be responsible for the seasonal maintenance (e.g., spring water on and fall blow-out) of the irrigation infrastructure. Dane County Parks is responsible for the seasonal opening and closing of the well infrastructure within the well “house” only.

7. Waste Disposal

a. Gardeners are responsible for disposing of trash, plastic, and non-compostable materials off-site if they cannot fit into Dane County Parks trash receptacles provided on-site.

b. Organic plant material may be composted on-site only in designated areas.

8. Respect for Others

a. Gardeners must not enter or harvest from other plots without permission.

b. Loud music, amplified sound, and disruptive behavior are prohibited.

c. Gardeners must treat all other gardeners and all park users with respect and courtesy.

9. Use of Chemicals

a. The use of synthetic pesticides, herbicides, and fertilizers may be restricted by the contractor.

b. Organic gardening practices are strongly encouraged.

c. Gardeners must maintain herbicide records and be able to submit those records upon request to Dane County Parks. Records must be completed on the day of application and retained for at least 2 years. Records must include: Applicator’s full name, Specific location and description of the application site, Date and time of application, Brand/common name of the herbicide and EPA registration number, Quantity applied and area treated, Mixing/loading site location (if different from the business location)

d. Herbicide warning signs must be before application begins and signs must remain posted for

24 hour or the full duration of any restricted entry interval specified on the herbicide label, whichever is longer.

10. Access and Security

a. Gardeners must not block access roads or gates.

b. No overnight stays or use of the garden area outside of posted park hours.

c. No vehicles may be stored on parkland overnight.

11. Compliance and Enforcement

a. Gardeners must comply with all posted rules and instructions from the contractor or Dane

County Parks.

b. Repeated violations may result in loss of gardening privileges.

4.5. Funding Available

1. An estimated amount not to exceed $25,000 has been allocated for these services for the first

12-month period.

2. Subsequent funding will be contingent on the performance of the awarded entity and availability of funds.

4.6. Liability Insurance

1. As detailed in Section 8.22- Indemnification & Insurance- the Contractor shall maintain general liability insurance with minimum coverage of $1 million for the duration of the contract. Proof of insurance shall be provided annually, naming Dane County Parks as an additional insured.

2. All other insurance requirements apply as detailed in Section 2-RFP Guidelines and Overview and Section 8-Standard Terms and Conditions.

5. RFP Response Requirements & Evaluation Criteria

1. RFP Response - Proposers shall upload and submit their proposal response document(s) to Section 1 of the Vendor Questionnaire.

• The RFP Response shall be organized to comply with the section numbers and names as shown below. Each section heading shall be clearly marked.

o If applicable, the Local Vendor Preference section is answered within the Vendor

Questionnaire and doesn't need to be included in the RFP Response document.

• Cover Letter / Cover Page o Provide a Cover Letter or Cover page and at minimum should include:

▪ Contact Person for the RFP process

▪ RFP Title

▪ RFP #

▪ Name of Proposer

• Table of Contents may be included but is not required.

• Graphics may be included but are not required.

2. Cost Proposal Response

• Complete the Pricing Table if there is one located within the RFP Posting.

• If there is no Pricing Table within the RFP Posting:

o Download and complete the Pricing Section document from the Attachment Section of the

RFP Posting.

o Upload the completed Pricing Section document to Section 1 of the Vendor Questionnaire.

3. Document Formatting - The RFP Response and Cost Proposal (if applicable) documents must be saved in PDF format unless otherwise specified within the RFP document and the file name shall include the

RFP# and name of business submitting proposal.

• Proposals shall be organized to comply with the section numbers and names as shown below.

Each section heading should be clearly marked. Graphics may be included.

• Example of how to name the files:

o RFP Response Document: "2023-RFP-025 – Vendor Name" o Cost Proposal Document (if no pricing table): "2023-RFP-025 – Vendor Name - Cost

Proposal"

4. Evaluation Criteria - each section includes the Point Value assigned to it for evaluation purposes.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Organizational Qualifications and Experience

(3 page maximum)

1. Describe organization’s mission, structure, and relevant experience.

2. Provide specific examples of past experience managing community gardens, public green spaces, or similar projects.

3. Provide information on organizational capacity, including staffing and operational resources.

4. Provide list of key Staff and Roles

a. List of key personnel involved in garden administration.

b. Brief bios or resumes, including relevant experience.

c. Language or cultural competency qualifications, if applicable.

Points Based 20 (19% of Total)

2. Project Management and Operations Plan (5 page maximum)

1. Provide detailed plan for maintaining and administering garden plots.

2. Provide approach to enforcing rules, resolving plot disputes, and managing sub-gardeners.

3. Provide a seasonal maintenance plan, including mowing and irrigation blowout.

4. Provide your firms process for enforcing the removing personal property after the growing season.

Points Based 15 (14.3% of Total)

3. Management and Operations Budget (1 page maximum)

1. Describe anticipated operating costs and revenue sources (e.g., plot fees, grants).

2. Provide clarification if any Dane

County funds are expected to support operations on an annual basis, and if so, identify cost.

Points Based 10 (9.5% of Total)

4. Equity and Community Engagement Strategy

(2 page maximum)

1. Describe strategies to engage underserved and displaced communities.

2. Provide language access plan, including whether Hmong interpretation services are available in-house or through a partner.

3. Provide outreach strategies to ensure equitable access to garden plots.

Points Based 10 (9.5% of Total)

5. Fundraising and Infrastructure Improvement

Planning (2 page maximum)

1. Describe of approach to fundraising for capital improvements.

2. Provide examples of past fundraising success (grants, donors, etc.).

3. Understanding of working with public partners on infrastructure projects.

Points Based 15 (14.3% of Total)

6. Collaboration Plan (1 page maximum)

1. Plan to coordinate with Dane County

Parks and Anderson Park Friends.

2. Approach to communication, transparency, and ongoing coordination.

Points Based 10 (9.5% of Total)

7. Cost

1. Proposals will receive higher scores for demonstrating lower overall costs while still meeting project requirements.

Points Based 20 (19% of Total)

8. Local Vendor Preference Points Based 5 (4.8% of Total)

6. Pricing Proposal

ANNUAL CONTRACT COSTS

See Section 4.5- Funding Available for amount not to exceed. Management service costs shall be in accordance with specification and requirements of this RFP.

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Term 1- January 1, 2026- December

31, 2026- Community Garden

Management Services Costs

1 Per Year

2 Term 2- January 1, 2027- December

31, 2027- Community Garden

Management Services Costs

1 Per Year

3 Term 3- January 1, 2028- December

31, 2028- Community Garden

Management Services Costs

1 Per Year

4 Term 4- January 1, 2029- December

31, 2029- Community Garden

Management Services Costs

1 Per Year

5 Term 5- January 1, 2030- December

31, 2030- Community Garden

Management Services Costs

1 Per Year

TOTAL

7. Vendor Questionnaire

7.1. RFP DOCUMENT UPLOADS

7.1.1. Single Proposal Submission*

Only 1 proposal is allowed to be submitted per Vendor Account. This means if you are submitting multiple proposals, you must follow the instructions set forth within the Section 2.2 RFP Guidelines and

Overview - Multiple Proposals & Acceptance.

It is understood that if multiple proposals are uploaded using 1 vendor account, the entire submission will be subject to disqualification.

☐ Please confirm

*Response required

7.1.2. RFP Response Document - Upload your Proposal*

Please DO NOT include Cost information in this section.

*Response required

7.1.3. RFP Response - Supplemental Document Upload

Upload any additional or required information documents that supplements this solicitation.

7.1.4. W9 Upload*

Upload your company's W9 form.

NOTE: The W9 is required to be signed within the past 12 months

*Response required

7.2. On-Site House

7.2.1. Use of On-Site House*

Do you intend to make use of the on-site house as detailed in Section 4.3. Optional Use and

Improvement of On-Site House?

☐ Yes

☐ No

*Response required

When equals "Yes"

7.2.2. On-Site House Proposal Requirements*

1. Financial Feasibility and Sustainability

a. Demonstrate a realistic and sustainable plan for covering ongoing interior maintenance, repairs and utilities.

b. Identify funding sources or revenue models to support long-term use.

2. Facility Upgrade Plan

a. Outline a clear and…