DANE COUNTY

DEPARTMENT OF PUBLIC WORKS ENGINEERING

1919 ALLIANT ENERGY CENTER WAY

MADISON, WISCONSIN 53713

Request For Proposals No. 326029

DANE COUNTY JOB CENTER AND NORTHPORT OFFICES

REMODEL - DESIGN

Project Release Date: October 13, 2026

Deadline for Questions: October 28, 2026

Response Deadline: November 10, 2026, 2:00 pm

Responses must be submitted electronically through:

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

Dane County Department of Public Works Engineering

Request For Proposals No. 326029

Dane County Job Center and Northport Offices Remodel - Design

1) Introduction

2) RFP Instructions

3) Contract Term

4) Scope of Services

5) RFP Response Requirements & Evaluation Criteria

6) Pricing Proposal- Compensation Schedule Sample

7) Professional Services Agreement- Standard Terms & Conditions

8) Proposer Questionnaire & Uploads

Attachments:

A - ATTACHMENT A - CONSULTANT AGREEMENT- AE

B - ATTACHMENT B - DCJCO & NPO REMODEL Scope of Design RFP

C - ATTACHMENT C - DCJCO & NPO REMODEL Supplemental Layout RFP

Dane County Request for Proposal (RFP) #326029

1. Introduction

1.1. Summary

Dane County is seeking proposals from qualified firms to provide services for the Dane County Job Center and Northport Offices Remodel - Design, located at 1819 Aberg Ave & 1202 Northport Dr, Madison, WI 53704. The requested services include architectural and engineering design and construction phase support and will be performed under a negotiated professional services agreement.

The Project includes three program components: relocation of the Aging and Disability Resource Center (ADRC) and Veterans Service Office into the Dane County Job Center, and renovation of spaces at the Dane County Human Services Northport Offices for reunification/visitation services. The three Project components will be delivered through two (2) separate bid packages, one for each building.

The purpose of this engagement is to develop coordinated, compliant and buildable design solutions for the three Project components through construction completion. Consultants will be expected to coordinate closely with County staff, User Agencies and ongoing facility operations and comply with applicable County standards and regulatory requirements.

Interested proposers should have demonstrated experience in public-sector renovation projects and show capacity to manage projects of similar scope and complexity. Two non-mandatory pre-proposal site meetings are scheduled for Wednesday, October 21, 2026. 9:00 am at 1819 Aberg Ave, Madison WI 53704 and Wednesday, October 21, 2026 at 10:30 am at 1202 Northport Dr., Madison WI 53704, main entrance, outside, and all questions must be submitted by Wednesday, October 28, 2026. Proposals are due by Tuesday, November 10, 2026 at 2:00 pm.

1.2. Background

This Project supports Dane County efforts to consolidate County operations while accommodating the operational needs of the Aging and Disability Resource Center (ADRC), Veterans Service Office (VSO), and Human Services. The work includes renovations within existing occupied County facilities and will require coordination of architectural, mechanical, plumbing, electrical, security, technology, accessibility and other applicable building systems.

The Dane County Aging and Disability Resource Center (ADRC) serves older adults, people with disabilities, families, caregivers, and professionals seeking information, resources, and support related to aging or living with a disability. The ADRC serves individuals with a wide range of mobility, sensory, cognitive, and other accessibility needs, and the renovated space should provide an accessible, welcoming, private, and client-centered environment throughout the entire visitor experience.

The design should support safe and intuitive navigation, wheelchair and mobility-device access, confidential client interactions, appropriate acoustics for individuals with hearing or cognitive needs, adjustable and supportive lighting, accessible work surfaces and technology, and adequate space for clients, attendants, caregivers, and staff to meet comfortably. Public resources and program information should be easy to locate and access. The overall environment should promote comfort, dignity, privacy, and reduced barriers for individuals who may be navigating stressful or significant life changes.

The Dane County Veterans Service Office serves veterans of the United States Armed Forces, their families, and survivors by assisting with benefits, claims, appeals, health care access, education, mental health resources, and other federal, state, and local programs. The Veterans Service Office serves a diverse population that includes veterans of different ages, abilities, backgrounds, and service experiences, including individuals who may have mobility limitations, hearing or vision impairments, PTSD, or other physical and mental health challenges.

The renovated Veterans Service Office should provide a welcoming, respectful, confidential, accessible, and modern environment that reduces barriers to accessing services and supports the dignity of the veterans being served. The design should support private client interactions, intuitive circulation, appropriate environmental comfort, technology-enabled services and meeting spaces, staff well-being, and flexibility to accommodate evolving operational needs and future growth.

COUNTY has established preliminary layouts and functional requirements for the ADRC and Northport portions of the Project. The VSO portion requires schematic space planning based on identified program and functional requirements. The A/E shall incorporate the programmatic, accessibility, privacy, security, operational, and user-experience requirements described herein and in Attachment B into the Project design and shall coordinate those requirements with existing building conditions, systems, circulation, and life-safety requirements.

The project includes three program components to be delivered through two separate construction bid packages; one Dane County Job Center package incorporating the ADRC and Veterans Service Office remodels, and one Dane County Human Services Northport Offices package. The A/E shall provide coordinated design, bidding, and construction phase services as outlined within this RFP.

COUNTY considers this Project a priority and anticipates an expedited design process. Proposers shall demonstrate sufficient capacity, consultant availability, and internal resources to advance the Project on an accelerated schedule through Schematic Design (VSO only), Design Development, Construction Documents, Bidding, and Construction-Phase support. The selected A/E shall be prepared to advance multiple Project components concurrently, promptly incorporate COUNTY and User Agency direction, and maintain continuity of appropriate staff and consultants throughout the design process.

Project award is contingent upon final COUNTY budget approval and availability of funding.

1.3. Contact Information

Daniel Martinez Project Manager Email: martinez.daniel@danecounty.gov Phone: (608) 225-5719

Department:

Public Works Engineering

1.4. Timeline

The Project specific and estimated dates and times of events are below. Some of the events have specific completion dates. In the event that the Department of Administration- Public Works Engineering Division finds it necessary to change any of the specific dates and times in the calendar of events, it will do so by issuing an addendum to this RFP. There may or may not be a formal notification issued for changes in the estimated dates and times.

Project Release Date October 13, 2026 mailto:martinez.daniel@danecounty.gov tel:(608)225-5719

Pre-Proposal Site Tour - Job Center (Non- Mandatory)

October 21, 2026, 9:00am

1819 Aberg Ave, Madison WI 53704, front entrance, lobby

Pre-Proposal Site Tour - Northport (Non- Mandatory)

October 21, 2026, 10:30am

1202 Northport Dr., Madison WI 53704, main entrance, outside

Question Submission Deadline October 28, 2026, 5:00pm

Question Response Deadline November 3, 2026, 5:00pm

Proposal Submission Deadline November 10, 2026, 2:00pm

Interview, if necessary (estimated) November 12, 2026

Notification of Intent to Award (estimated) November 17, 2026

Agreement Start Date (estimated) December 14, 2026

2. RFP Instructions

All inquiries concerning this RFP must be submitted via the County's eProcurement Portal.

Any questions concerning this RFP must be submitted before 5:00 pm on Wednesday, October 28, 2026.

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

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 listed as County contacts in this RFP is authorized to provide any information or respond to any question or inquiry concerning this RFP.

2.1. General Solicitation Process

Obtain RFP documents from the procurement.opengov.com/portal/countyofdane web site. Proposing company is responsible to check back regularly for Addenda.

Interested Proposers are required to register at the County's eProcurement Portal to submit a Proposal. Registration is free.

• Register by clicking “Sign Up” at https://procurement.opengov.com/login.

• Create a username, password, and activate an account.

• Select project categories that your company would like to receive future solicitation notifications for.

o Note: For projects similar to this Proposal, a project category of 91200 [for public works projects] is assigned to it.

• Locate the solicitation by searching for the RFP Number, Organization, or Proposal Title.

• Subscribe for “New Project Updates” to receive notifications about the solicitation.

Message procurementsupport@opengov.com with any questions regarding account set up.

If you need any additional information or have questions about this Request for Proposals, please call Daniel Martinez, Project Manager at (608) 225-5719 or send an email to martinez.daniel@danecounty.gov.

Dane County is an Equal Opportunity Employer.

2.2. Eligibility Requirements

To be considered for this project, A/E must meet or exceed the following criteria:

• Have at least one registered architect and one registered professional engineer as the lead responsible member(s) of the firm or project team. Staff LEED certifications are favorable but not mandatory.

• Have been in business for a period of not less than five (5) years.

• Must have been responsible for the description, quantity, size or scope of projects similar in scope and size of this Project.

https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/login mailto:procurementsupport@opengov.com

• Consideration may be given to joint ventures consisting of two or more firms organized for the purpose of furnishing professional services as a single entity, providing the assignment of and provisions for continuity of the various responsibilities within the joint venture are approved by the County, and further providing that either of the individual firms constituting the joint venture meets the eligibility requirements listed above.

2.3. Proposal Submission

Interested Proposers are required to follow the steps outlined below to submit a Proposal:

• Click on "Draft Response" to submit a Proposal.

• Upload all required documents and answer all questions in Section "Proposer Questionnaire & Uploads":

o Complete the Contact Information Questionnaire o Complete the Addenda Questionnaire o Complete the Question and Answer (Q&A) Questionnaire o Complete the Fair Labor Practices Questionnaire o Submit Proposer W-9 o Submit the RFP Response Document(s) as outlined in Section “RFP Response Requirements &

Evaluation Criteria”:

▪ Documents must include all relevant and pertinent information

▪ Documents must be saved in .pdf format

▪ The file name should include the RFP #, Name of company submitting the Proposal, and

Section/Question reference number

• Example: "RFP #326029_[Vendor Name]_Question2".

o Submit the Pricing Proposal and upload any additional Pricing Proposal documents o Submit any Supplemental Material o Complete the Designation of Confidential and Proprietary Information Questionnaire o Complete the Proposer's Limitations Questionnaire

• Confirm your Proposal is complete and select “Submit Proposal”

Proposals must be submitted electronically via the County's eProcurement Portal before 2:00 pm on Tuesday, November 10, 2026. 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 RFP.

2.4. Evaluation

Dane County reserves the right to accept or reject any Proposal submitted.

Dane County will review submitted Proposals and score each Proposal against the evaluation criteria and may schedule candidates to appear before an interview panel. Those appearing for an interview must be prepared https://procurement.opengov.com/portal/countyofdane/projects/289624/document?section=2789722 https://procurement.opengov.com/portal/countyofdane/projects/289624/document?section=2789718 https://procurement.opengov.com/portal/countyofdane/projects/289624/document?section=2789718 to discuss their approach for the design of this work, methodology, project team, a timetable, the basis of their fee schedule and answer questions from our staff.

2.5. Award

Dane County reserves the right to negotiate an Agreement after selecting the successful firm. Selection is only based on the Proposal submitted and subsequent interviews. Therefore, the Proposals must be complete. Submission of a Proposal will constitute a valid offer, which may be accepted by the Department of Administration- Public Works Engineering Division for a period of ninety (90) calendar days following the Proposal due date.

Award and execution of any Agreement resulting from this RFP are contingent upon final COUNTY budget approval and availability of funding.

2.6. Contracting

Proposer must thoroughly review the Professional Services Agreement- Standard Terms & Conditions and clearly state any limitations or detail any conditions Proposer may have and include as part of the RFP Response Submission.

https://procurement.opengov.com/portal/countyofdane/projects/289624/document?section=2789727

3. Contract Term

The contract will be effective on the execution date indicated on the Professional Services Agreement. The term will be through Project completion or a maximum of five (5) years from the Agreement execution date, whichever occurs first.

4. Scope of Services

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. General Overview

1. The A/E shall provide services in each of the following phases:

1. Schematic Design Phase - VSO Only

2. Design Development Phase

3. Construction Documents Phase

4. Bidding Phase

5. Construction Phase

2. The A/E shall develop the Project as two (2) separate bid packages:

1. Dane County Job Center – ADRC and VSO Remodels; and

2. Dane County Human Services Northport Offices Remodel.

3. COUNTY may award the bid packages to the same or different construction contractors. The A/E shall coordinate the project components to avoid conflicts between scopes of work, building systems, utilities, security, construction activities, or other Project interfaces. COUNTY will separately procure independent third-party commissioning services; the A/E will not serve as the Project commissioning provider.

4. Refer to the appropriate Section for detailed information regarding communication protocols and meeting expectations for each Phase of this Project. Assume meetings are one (1) hour in length, unless otherwise noted. Although the ADRC and VSO Remodels will be incorporated into one Dane County

Job Center construction bid package, they are separate User Agency program components and shall be coordinated as separate design workstreams where appropriate. COUNTY anticipates separate

ADRC and VSO user discussions/work sessions so that program-specific requirements can be addressed with the applicable User Agency staff. Northport design coordination shall generally occur separately from the Job Center design coordination due to its separate location, program, and bid package. COUNTY may combine or separate meetings when practical based on the subject matter and

Project progress.

Participation by the A/E and applicable consultants in these reasonably anticipated component-specific design meetings and work sessions shall be included in Basic Services.

https://www.danepurchasing.com/

1. An assigned COUNTY Project Manager will be the A/E's contact in securing COUNTY direction and for arranging the necessary meetings with COUNTY or other County Departments and obtaining the approvals required by COUNTY.

2. The A/E shall create a log of all COUNTY and A/E generated design changes resulting from meetings and communications from COUNTY. Keep this log throughout the entire design process and submit it to

COUNTY every two (2) months.

3. The term “written” or “in writing” may be either electronic or hard copy documentation, unless otherwise stated or directed by COUNTY.

4. It is the responsibility of the A/E to provide COUNTY with a data request, prior to starting Work. COUNTY will provide all available reports, record documents, boring logs, site drawings and specifications, etc. to selected A/E firm. Drawings and specifications may not be complete or in an as-built condition. A/E firm will need to confirm accuracy of drawings and specifications. COUNTY will provide any necessary hazardous material protection or abatement.

5. Document Review and Submittals (Drawings, Specifications, Project Manuals, Design Reports, etc.) must be in PDF file format (.pdf) using Adobe Acrobat 2020 or previous compatible version. It is recommended to minimize the pdf file size by converting files from AutoCAD or other programs rather than scanning.

Microsoft Word files (.doc) should be generated in Word 2016 or previous compatible version Microsoft Excel files (.xls) should be generated in Excel 2016 or previous compatible version Drawing files (.dwg) shall be provided to COUNTY and should be generated in AutoCAD 2019 or previous compatible version, and must include x-refs or base plan sheets, the Plot Style Table (ctb file) used to print drawings, and any external data from non-AutoCAD programs (e.g., Excel or Word) Documents must be delivered to Dane County electronically via email or SharePoint, and unless noted otherwise, assume two (2) weeks for initial review and one (1) week for each review iteration

4.2. Schematic Design Phase

1. Schematic Design services under this phase shall apply only to the Dane County Job Center - Veterans

Service Office (VSO) Remodel. The A/E shall obtain from COUNTY information and materials necessary to ascertain scope of the Project and shall verify with COUNTY program and functional requirements of the Project. This shall include gathering information from building users subject to approval of COUNTY

Project Manager.

2. Based on information, materials and requirements as verified by COUNTY, the A/E shall prepare

Schematic Design Documents consisting of drawings and other documents illustrating scale and relationship of the Project components. Schematic Design shall address preliminary room locations and sizes, circulation, secure entry and reception, office configuration, accessibility, natural-light opportunities, preliminary furniture/equipment allowances, and other functional relationships necessary to establish a preferred design concept. Submit Schematic Design Documents to COUNTY for written Approval.

3. At a minimum, this Phase will have a design kick-off meeting & a mid-phase review meeting.

4. Draft and Final Schematic Design Phase deliverables as outlined in Section 2. above shall be submitted to

COUNTY Project Manager electronically, per the Document Review and Submittals guideline in Section

4.1.9.

5. Schematic Design shall be advanced on an expedited schedule. At COUNTY direction, VSO Schematic

Design may proceed concurrently with Design Development activities for the ADRC and Northport portions of the Project.

4.3. Design Development Phase

1. The A/E shall review the program and functional requirements, plans and specifications of record, (to the extent that such documents are reasonably available), and applicable COUNTY standards and guides or other written direction by COUNTY. The A/E shall establish the limiting parameters of the design as defined by the instructions issued to it by COUNTY, to determine if the design concept is achievable within the schedule and Project Budget proposed by COUNTY.

2. To the extent necessary, the A/E. shall facilitate investigation of the site for existing conditions which differ from those indicated in the record drawings or which could have a detrimental impact on the achievement of the work called for under the Project.

3. Within seven (7) calendar days of receipt of the program and functional requirements, plans and specifications of record, the A/E and COUNTY shall schedule a meeting to review the A/E ’s design concept and such other matters as are necessary to establish that at this preliminary point, the proposed design concept is consistent with the requirements of COUNTY.

4. Design meetings are anticipated to occur biweekly during this Phase, with the frequency adjusted by the

COUNTY Project Manager based on Project needs and progress. Design Development shall be advanced on an expedited schedule, with the A/E prepared to advance the ADRC, VSO and Northport components concurrently as directed by COUNTY. Meetings may be organized as separate ADRC, VSO and Northport work sessions in accordance with Section 4.1. The A/E shall include reasonable participation in these meetings as part of Basic Services.

5. The A/E shall document the results of design meetings, including design factors agreed to, with any instructions furnished by COUNTY to carry out such factors, including, but not limited to:

Program clarification

Scheduling concerns

Existing site conditions

Various project cost considerations & estimates

Cost-value trade offs

Quality requirements

Special material requirements

Communications requirements

Engineering requirements

6. The A/E shall furnish a copy of the documentation produced under this Phase to each participant attending a design concept meeting.

7. In agreements which involve renovation or remodeling of or additions to existing facilities, the A/E shall evaluate the suitability of existing building elements, materials and equipment for reuse in the renovated project. Reasonably accessible areas shall also be observed by the A/E or its consultants to evaluate existing major mechanical, plumbing and electrical systems. Any of the foregoing considered to be economically reusable shall be reported to COUNTY and may be reused unless directed otherwise by

COUNTY.

8. The A/E shall provide sufficient, alternative design solutions on major design features to allow COUNTY to ascertain that the recommended design achieves a practical programmatic and economic solution, within the limitations of the authorized program, schedule and Project Budget. Include staffing and occupancy considerations provided by COUNTY.

9. The A/E shall work with User Agency & Purchasing Division on required furniture, fixtures and equipment (FF&E) program for the Dane County Job Center portion of the Project & shall develop an

FF&E Report to be submitted for COUNTY approval. FF&E programming, selection and procurement services are not required for the Northport Offices portion of the Project, where existing furniture and equipment are anticipated to be reused unless otherwise directed by COUNTY.

1. Ensure that FF&E layout is suitable so as to be compatible and not interfere with access to, placement or operation of mechanical, electrical or plumbing appurtenances.

10. The major design features, equipment and systems that must be evaluated include, but are not limited to:

Structural systems

Building envelope (wall, window and roofing) systems

Building configuration

Life safety systems

Heating, ventilating and air conditioning & associated controls

Plumbing & associated controls

Electrical & associated controls

Lighting systems & associated controls

Telecom systems

Audio / visual systems

Facility security systems & associated controls:

Doors, locks, & hardware

Surveillance, cameras, recording devices

FF&E program - Dane County Job Center only

Facility signage

11. The A/E shall provide a working analysis of each major design feature included in the selected design concept, with constraints and dependencies that is sufficiently complete to allow commencement of the

Construction Documents Phase:

1. The A/E shall prepare preliminary drawings, specifications and other data tailored to the Project that fix and describe the size and character of the entire project as to major design features and systems and such other essentials outlined by COUNTY:

1. Preliminary drawings shall include plans, elevations, sections and details at a scale that is sufficient to fully illustrate the design concepts, materials and finishes to be employed. Drawings shall be in format as approved by COUNTY.

2. Outline specifications shall include relevant specific information for Division 01 - Bidding and

Contract Requirements and a list of the applicable technical divisions.

12. Upon determination by the A/E that the design is represented by preliminary drawings and specifications, those documents along with Design Report shall be submitted to COUNTY for review and concurrence prior to commencement of Construction Documents.

13. Design Report shall include:

1. Time estimate for completion of each separate phase and anticipated bid/construction schedule for each bid package.

2. Detailed Construction Opinion of Probable Cost for each of the two (2) bid packages, together with an overall Project construction cost summary, indicating that applicable Construction Budget limitations will not be exceeded. The DCJCO estimate shall separately identify the anticipated construction costs attributable to the ADRC remodel and VSO remodel. Factors influencing the cost feasibility of each major division of the specifications and related drawings shall be identified.

3. Analysis of the biddability and constructability of the Project within the time allowed by COUNTY.

4. Identification of any part of the work that might require special monitoring or consideration during construction to prevent quality control problems, delays, or cost escalation. Include any long lead time equipment or materials, items which interface with difficulty, areas of work requiring significant care, sequencing or precision in installation and full or partial User occupancy during construction.

5. The A/E may recommend appropriate alternate bids for COUNTY's consideration to safeguard against unforeseen bidding conditions. Such alternates shall be identified and developed at no additional cost to this Agreement.

6. FF&E Report - Dane County Job Center only: Report that describes type, style, quantity, quality & location of chairs, tables, desks, cubicles, couches, file cabinets, bookshelves, free-standing lighting, artwork, cameras, decorations, appliances, computers, monitors, phones, other technology and related accessories.

14. Design Development Phase deliverables that include Drawings, Outline specifications and Design Report as outlined in Sections 11-13 above shall be submitted to COUNTY Project Manager electronically, per the Document Review and Submittals guideline in Section 4.1.9.

15. COUNTY will issue list of recommended changes / corrections to be incorporated into documents.

Within seven (7) calendar days of receipt, the A/E shall transmit written replies to review comments issued by COUNTY. Directions by COUNTY shall be incorporated into the design, unless the A/E shall have explained objections to COUNTY and obtained prior written approval of noncompliance from

COUNTY before proceeding with related work.

1. The A/E or COUNTY may call a further preliminary review meeting, when necessary to finalize the design concept. Written replies to additional COUNTY comments shall be made before proceeding to the Construction Documents Phase.

2. The A/E will be required to electronically reproduce Design Development Phase deliverables that incorporate recommended changes / corrections.

3. Approval of these documents by COUNTY will complete Design Development Phase, whereupon

COUNTY will issue written instruction to the A/E to proceed to Construction Documents Phase.

4.4. Construction Documents Phase

1. Upon receipt of written instructions from COUNTY, the A/E shall prepare Construction Documents for bidding, construction and commissioning of the Project. The Construction Documents shall provide the detailed requirements for the successful construction of the entire project. Construction Documents shall be organized into the two (2) separate bid packages identified in Section 4.1, with each package sufficiently complete to be independently bid, permitted, awarded, constructed and closed out.

2. Construction Documents shall comply with the COUNTY Master Specifications Division 00 and Division

01.

3. The Construction Documents shall be internally consistent in terms of coordination between:

1. Work of the A/E and its consultants.

2. Requirements of various divisions or trades.

3. Drawings and specifications.

4. Design meetings are anticipated to occur biweekly during this Phase, with the frequency adjusted by the

COUNTY Project Manager based on Project needs and progress. The A/E shall include reasonable participation in these meetings as part of Basic Services.

5. The Construction Documents Phase shall be advanced on an expedited schedule. The A/E shall maintain sufficient staff and consultant availability to advance both bid packages concurrently, coordinate all applicable disciplines, promptly address COUNTY review comments, and maintain the required document-development schedule without avoidable delay. ADRC and VSO program coordination may continue as separate User Agency work sessions even though the work will be incorporated into a single coordinated Dane County Job Center construction package.

6. During this phase, the A/Eshall develop and provide documents for the systems designed under this

Agreement which will achieve a biddable and constructible project, compliant with all applicable building and safety codes and within the assumption of professional responsibility set forth in this

Agreement. These services shall include, but not be limited to:

1. Coordination, to protect the integrity of the design and facilitate construction with:

1. Manufacturers: Ensure that manufactured items called for in the documents are currently available and will fit, interface and perform as required to achieve design intent.

2. Consultants: Ensure that information necessary to their work is provided in a timely manner and that consultants exchange information with each other and the A/E.

3. Utility Companies: Determine the standard operating procedures and time requirements for obtaining the services and the cooperation of the utility companies involved in the execution of the Project. Provide this information in writing to interested parties as needed.

4. Governmental authorities having jurisdiction over the work:

1. The A/E shall submit documents for approval to public agencies having jurisdiction over the

Project and after obtaining such approval of those agencies, the A/E shall file two (2) copies of such approval with COUNTY.

2. Such other agencies, boards, associations or individuals whose activities could impact or interfere with the successful completion of the Project.

2. Inclusion in Construction Documents of:

1. Plans, elevations and sections at a scale which is sufficient to give a full and complete understanding of the construction, dimensions thereof, materials to be employed, location of utilities and any other pertinent data.

2. Details, diagrams, schedules, photo reproductions and other graphic methods appropriate to define work required to be performed to accomplish the purposes of the Project.

3. Description of existing conditions of site and / or structures with sufficient clarity to permit their use without ambiguity in the bidding, construction and commissioning process.

3. Inclusion in the specifications documents of bidding and contract requirements, special provisions and / or appendices, and technical sections. Unless otherwise agreed to by COUNTY in writing, the format shall generally follow the divisions of the Construction Specifications Institute. If approved by

COUNTY in writing, short form specifications for limited scope work may be included on the drawings in lieu of Construction Specifications Institute format specification sections.

1. The technical sections of the specifications shall completely and concisely describe the materials and services to be employed or installed by the construction contractor(s) in the work. These specifications shall describe the work to be done and shall be arranged by work or material in appropriate divisions with suitable cross-references for clarity and continuity

2. The technical sections of the specifications shall be carefully worded to allow a clear understanding of the work required by each of the construction contractors and their subcontractors, and to describe the responsibility for the work required to be performed by such contractor(s), individually and collectively, for the performance of work required to deliver the Project complete, without ambiguity as to which technical sections of the specifications cover each element of work.

3. The technical sections of the specifications shall clearly state the minimum grade, quality, and type of materials and workmanship required. These specifications shall not restrict competition, where it is available, but shall state a level of quality, which can be objectively determined by persons normally engaged in the type of trade or practice described.

4. When two (2) or more manufacturers offer on the open market materials, equipment or devices of equal quality and usability needed for the Project, each such known manufactured product shall be specified for potential use on the Project.

5. The professional judgment of the A/E or the direction of the COUNTY may limit competition to a brand name, process, or technique of manufacture.

6. The A/Eshall compile and include in the construction contract documents a summary listing of all submittals required for the Project from the construction contractor(s). Included shall be shop drawings, samples, cuts, catalogs, models, mockups and other preliminary information needed from the contractors to describe how they will fulfill their responsibilities under their contracts.

7. Upon determination by the A/E that the final project design is represented by completed Construction

Documents, those documents shall be submitted to COUNTY for review and concurrence prior to release for bidding.

1. The A/E shall provide COUNTY with review sets in a format and standard specified by the COUNTY.

2. COUNTY will issue a list of recommended changes / corrections to be incorporated into the next review set or final documents. The A/Eshall within seven (7) calendar days transmit written replies from the A/Eand its sub-consultants to review comments issued by COUNTY or for which clarification requests were identified or for which changes were authorized at the final design review meeting and communicated to the A/E. Directions by COUNTY shall be incorporated into the documents.

8. Prior to submission of the final documents, the A/E shall call for a final review meeting with COUNTY, if needed, to finalize and prepare for publication of the final bidding documents, with any conditions required by COUNTY.

9. A/Eshall affix to both the cover sheet of Drawings and Project Manual current State of Wisconsin registration seal, number & signature. These shall be applied by registered architect and each professional engineer responsible for project design.

10. At the time of delivery of the final documents, the A/E shall report to COUNTY, in writing with updated estimates of Construction Opinion of Probable Cost and schedules for each bid package and the overall

Project as outlined in Section 4.3.13.2.

11. COUNTY will distribute drawings and specifications for bidding purposes without cost to the A/E. The

A/E shall provide an electronic copy of both the drawings and original specifications to COUNTY, in a format as approved by COUNTY, per the Document Review and Submittals guideline in Section 4.1.9. If the A/E is directed by COUNTY to acquire the necessary printing services, these services shall be a reimbursable expense as provided in Article 1- General. hereof.

12. Construction Documents Phase documents shall indicate in the drawings’ title block or specifications’ footer what they are (e.g., [60]% CDs, [95]% CDs, Issued for Bids). Construction Document Phase deliverables as outlined below shall be submitted for each bid package (2) to COUNTY Project Manager electronically, per the Document Review and Submittals guideline in Section 4.1.9:

1. [60]% Review Construction Documents:

Electronic version of Drawings & Specifications

2. [95]% Review Construction Documents:

Electronic version of Drawings & Project Manual;

Updated Design Report;

3. Final Construction Documents (Issued for Bids Set):

Electronic version of Drawings and Project Manual and associated drawing files (.dwg), including complete x-refs or base plan sheets, all external data from non-AutoCAD programs, and Plot Style

Table (ctb files) used to print drawings.

4.5. Bidding Phase

1. The Bidding Phase shall commence with the publication of the Request for Bid (RFBs) and shall conclude with the award of the number of contracts necessary to achieve the purposes of construction.

2. The A/E shall serve as the professional technical consultant and advisor to COUNTY during the bidding process, including the preparation for and participation in Pre-Bid Conferences.

3. The A/E shall answer all pre-bid questions from contractors in an addendum and prepare any additional addenda necessary, for COUNTY to authorize, print and distribute as appropriate.

4. The A/E shall assist COUNTY by evaluating and making recommendations to COUNTY on the qualifications of prospective construction contractors and subcontractors.

5. The A/E shall assist COUNTY in analyzing bids and negotiating with the lowest, qualified, responsible bidders as deemed appropriate by COUNTY.

6. The A/E shall provide bidding-phase services for each bid package, including participation in applicable pre-bid conferences, responses to bidder questions, preparation of addenda, bid evaluation assistance and preparation of final Issued for Construction / Permitting Documents.

7. If the low bid submitted by a qualified, responsible bidder for any bid package exceeds the

Construction Opinion of Probable Cost approved for that bid package at the Construction Documents

Phase by five percent (5%) or more, the A/E shall revise and change the Construction Documents for a project rebidding, as approved by and without additional cost to COUNTY that will permit a proper award of the contract(s) within the approved Construction Opinion of Probable Cost or other funding limitation. If the low bid exceeds Construction Opinion of Probable Cost approved at Construction

Documents Phase by less than five percent (5%), at the COUNTY’s option, the A/E shall revise and change the Construction Documents for a project rebidding, as approved by COUNTY, but shall be compensated for revisions per negotiated amendment to this Professional Services Agreement.

8. In the event that there is a reduction in scope to keep the Project within Project Budget and this results in low bid(s) which total less than the Construction Budget, then the A/E shall, at no additional fee, prepare construction bulletin(s) to add deleted program work back into the Project.

9. Upon construction contract offer, the A/E shall immediately prepare Issued for Construction / Permitting

Documents that incorporate the final bidding documents, addenda issued, alternate bids accepted and negotiated contract changes. Incorporate all of which into the Issued for Construction / Permitting

Documents. Remove all references to accepted or rejected alternate bids and change the drawings’ title block or specifications’ footer appropriately. Complete such work in a timely fashion so not to delay construction or AHJ review & approval for permitting, but no later than seven (7) calendar days after construction contract offer.

10. Bidding Phase deliverables as outlined below shall be submitted to COUNTY Project Manager electronically, per the Document Review and Submittals guideline in Section 4.1.9:

1. Issued for Construction / Permitting Documents: (IFC)

1. Updated Design Report that can exclude Construction Opinion of Probable Cost;

2. Drawings and Project Manual, including associated drawing files (.dwg) in accordance with

Section 4.1.9.

3. Two (2) bound, hard copies of Drawings and Project Manual to be submitted by A/E to the applicable authority or authorities having jurisdiction (AHJ) for stamped approval (it is the responsibility of the A/E to determine if additional sets are required for this or any other AHJ & to provide those sets);

4.6. Construction Phase

1. Construction Phase services shall be provided for each construction contract resulting from the two

(2) bid packages. Construction administration documentation, including submittals, RFIs, construction bulletins, change proposals, pay applications, punchlists, Substantial Completion documentation, Record Documents, and closeout documentation, shall be maintained and administered separately for each applicable construction contract. Construction meetings are anticipated to be organized by bid package/site, with the Dane County Job Center meeting addressing the combined ADRC/VSO construction contract and Northport meetings occurring separately. COUNTY may combine meetings when practical at its discretion.

2. An assigned COUNTY Project Manager from the Department of Administration- Public Works

Engineering Division will be responsible for arranging and conducting construction-related meetings as required and act as the point of contact for the construction contractors. A COUNTY approved A/E representative shall attend, take notes, publish and distribute COUNTY approved minutes of job meetings.

3. After the award of the construction contract(s), the A/Eshall become an on-site technical and professional advisor to COUNTY. In this capacity the A/E will have continuous access to the site. The A/E, through COUNTY's Project Representative, will have access to data in the construction contractor(s) files or offices pertaining to the quality or time requirements of the construction contract(s), in the same mode, manner and extent that such data would be available to COUNTY.

1. When requested and specifically contracted for by COUNTY, the A/E shall provide a full-time, on-site representative who shall be qualified in construction administration and subject to the approval of

COUNTY. On projects for which COUNTY does not authorize full-time, on-site representation, the

A/E shall provide a COUNTY-approved person, with suitable experience in the construction process to visit the site in order to monitor and report the progress, quality, and timely performance of the work relative to the Construction Documents, as such work is being performed by the construction contractor(s). The A/Eshall keep COUNTY informed of the progress and quality of the work based on on-site observations and shall endeavor to protect COUNTY against defects and deficiencies in the work.

2. Either the A/E or its Consultants shall provide construction phase site visit services, as dictated below; attend a pre-construction meeting, biweekly progress meetings for duration of construction and final inspection to determine if completed work is according to plans and specifications. Conduct site visits at essential times during the construction phase. Site visit is close-up observation of current building elements in process of being constructed. Additional site visits necessitated by A/E's error, omission, unauthorized changes or negligence, shall be accomplished without additional cost to COUNTY. Additional site visits necessitated by significant failure on part of lead or other prime construction contractors to perform, will be given consideration as additional services, reimbursable by the responsible construction contractor(s) through COUNTY. “In-house” staff or outside Consultants performing specialty work site visits shall be distributed among the applicable bid packages and timed to coincide with critical stages of work associated with the consultant’s discipline.

1. Structural Consultant shall visit the site minimum of two (2) times during Construction Phase , when structural work is included

2. Architectural Consultant shall visit each active site a minimum of once (1) per month during active Construction Phase

3. Plumbing Consultant shall visit the site minimum of 4 times during Construction Phase

4. Mechanical Consultant shall visit the site minimum of 4 times during Construction Phase

5. Electrical Consultant shall visit the site minimum of 4 times during Construction Phase

6. Any other Consultants shall visit the site on an as-needed basis. Site visits required to fulfill the A/E’s Basic Services shall be included in the A/E’s fee. Additional site visits requested by

COUNTY beyond the contracted scope may be considered Additional Services or a reimbursable expense, subject to prior COUNTY approval.

3. Immediately following the pre-construction meeting and prior to the start of construction, the A/E shall review the proposed schedule for submittals from the construction contractor(s). The A/E shall assess the timing feasibility of such submittals relative to the construction schedule and review needed, and advise COUNTY in writing accordingly.

1. The A/E shall be responsible for the professional review and approval or rejection of shop drawings, samples and other submittals from the construction contractor(s) to determine conformance with the specific portions of the Construction Documents under which the submittal was made. Deviation from the Construction Documents as noted by the contractor on submittals or otherwise observed by the A/E shall be brought to the attention of COUNTY's

Project Representative and concurrence received from COUNTY before any approval is given to a contractor. Review of the submittals which have priority status as determined by COUNTY's

Project Representative, must be completed within five (5) business days of receipt. Review of other submittals shall be completed within ten (10) business days of receipt, or in accordance with the submittal schedule prepared by the General Contractor and as approved by COUNTY and A/E at the start of construction. The A/E is responsible for submittal activity conducted by its consultants in the same manner as if such review were made by the A/E.

2. The A/E shall also review the results of all testing conducted during or after construction and report to COUNTY whether these results meet the design intent and the requirements of the

Construction Documents.

4. The A/E's site representative shall observe the construction process to evaluate the adequacy and completeness of the construction contractor(s) compliance with the Construction Documents, and shall immediately report any noncompliance to the COUNTY Project Manager in writing.

1. The A/E shall be responsible for the coordination and performance of on-site services performed by consultants employed by the A/E and shall review reports and other data submitted by such consultants. The A/E and each consultant engaged under Article 1 must complete

ATTACHMENT A: CONSULTANT AGREEMENT, for each subconsultant. Attachment A can be obtained and downloaded with submission of proposal in electronic procurement portal. A/E shall visit the Project sites as required by the construction phase site visit requirements of this

Section. The A/E shall provide in each consultant agreement, a requirement for consultant visits to the site and a schedule for such visits for professional evaluation of the work monitored by each consultant and a reporting system to inform COUNTY. Site visits shall coincide with crucial times of the construction for the specialty area involved.

2. Following construction site visits, the A/Eshall make routine, written status, or field reports detailing observations and activities on the Project, at such intervals as is elsewhere herein established and in a format approved by COUNTY. The A/E shall submit the reports within three

(3) business days of the site visit by the A/E's representative. Reporting requirements for full-time, on-site representation shall be established by each Agreement for such professional services.

3. The A/E’s site representative will receive copies of reports submitted by the General Contractor and shall provide site observation to evaluate the reports. Discovered construction variances shall immediately be reported to COUNTY.

4. If it becomes necessary during construction, to interpret, construe, clarify or to otherwise determine the reasonable meaning,…