Facilities Study RFP.pdf

SUN PRAIRIE UTILITIES

REQUEST FOR PROPOSALS

RFP ID: 2019 SUN PRAIRIE UTILITIES FACILITIES STUDY

DESCRIPTION: Detailed Study Proposal Establishing Space Needs and Budgeted Estimates for Relocation and/or Expansion

Department: SUN PRAIRIE UTILITIES

Due Date: June 13, 2019

2019 Sun Prairie Utilities Facilities Study

TABLE OF CONTENTS

I. NOTICE TO PROPOSERS…………………………………...………… 3

A. Summary…….……………………………………………………………. 3 B. Important Dates………………………………………………………..….. 3 C. How to Submit a Proposal……………………………………………… D. Contact Information……………………………………………………….. 4 E. Inquiries, Clarification & Exceptions…………………………………..…. 4 F. Addenda…………………………………………………………………… 5 G. Bid Distribution Networks……………………………………………… H. Local Vendor Preference…………………………………………………... 5 I. Oral Presentations/Site Visits/Meetings…………………………………… 6 J. Acceptance/Rejection/Withdrawal of Proposals…………………………... 6 K. Public Records Law Compliance..……………………………………… L. Public Records Notice…………….……………………………………….. 7 M. Tax Exempt………………………………………………………………... 7 N. Cooperative Purchasing…….……………………………………………… 8 O. Terms of Contract………………………………………………………….. 8 P. Cancellation/Termination of Contract……………………………………... 8 Q. Evaluation Process……………………………………………………….… 9 R. Insurance and Indemnification Requirements……………………………... 9

II. DESCRIPTION OF REQUEST FOR PROPOSAL……………………. 9

III. REQUIRED INFORMATION…………………………………………... 13

I. NOTICE TO PROPOSERS

A. Summary

Sun Prairie Utilities (throughout this document identified as SPU), an enterprise fund of the City of Sun Prairie, is soliciting proposals from qualified vendors for a detailed Facilities Study, to include an establishment of space needs for the SPU Staff, Inventory and Fleet.

Vendors submitting proposals are required to read this Request for Proposals “RFP” in its entirety and follow the instructions contained herein.

B. Important Dates

Deliver proposals no later than the due time and date indicated below. SPU will reject late proposals:

• Issue Date: May 6, 2019

• Questions Issue Date: June 3, 2019

• Answers Posted Date: June 10, 2019

• Submittal Deadline: June 13, 2019 @ 4:30 PM CST

C. How to Submit a Proposal

Submit all required documentation in separate, sealed envelopes. Each envelope should be clearly marked as to the contents. Hardcopy proposals typed and securely bound on 8.5 by 11-inch paper, otherwise identical to the electronic version (if applicable).

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

• Signature Affidavit Form A One Copy

• Receipt of Forms Form B One Copy

• Vendor Profile and Qualifications Form C One Copy

• References Form D One Copy

• Insurance Form E One Copy

• Cost Proposal Form F One Copy in separate sealed envelope

• Printed or Electronic Proposal One Copy (Cost separately)

All proposal costs are the expense of the proposer. SPU will not consider illegible proposals. Elaborate proposals beyond that sufficient to present a complete and effective proposal, are not necessary or desired.

Complete and return Forms A through F by June 13, 2019 at 4:30 PM CST to:

Sun Prairie Utilities 125 West Main Street P.O. Box 867 Sun Prairie, WI 53590

All proposals must be clearly labeled:

Proposer’s Name and Address

RFP ID: 2019 SPU FACILITIES STUDY

DESCRIPTION: Detailed Study Proposal Establishing Space Needs and Budgeted Estimates for Relocation and/or Expansion

Delivery Deadline: Thursday, June 13, 2019 @ 4:30 PM CST

All email correspondence must include RFP ID in the subject line.

Delivery of hard copies to:

Attention: Rick R. Wicklund, Utility Manager

Sun Prairie Utilities 125 West Main Street P.O. Box 867

Sun Prairie, WI. 53590

Delivery of electronic copy via email to rwicklund@sunprairieutilities.com

Proposals must be delivered as instructed or may result in disqualification.

Note: When mailing your response via a third-party delivery service, the outside of the packaging MUST be clearly marked with the RFP ID.

D. Contact Information

Sun Prairie Utilities is the procuring agency:

Rick R. Wicklund, Utility Manager Sun Prairie Utilities 125 West Main Street P.O. Box 867 Sun Prairie, WI 53590 Phone: (608) 837-5500 Fax: (608) 825-6001 rwicklund@sunprairieutilities.com

E. Inquiries, Clarification & Exceptions

Proposers are to raise any questions they have about the RFP document without delay. Direct all questions, in writing, to the contact listed in the above section [D. Contact Information].

Proposers finding any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP document shall immediately notify the buyer and request clarification. In the event that it is mailto:rwicklund@sunprairieutilities.com necessary to provide additional clarification or revision to the RFP, SPU will post addenda – see the following section [F. Addenda]. Proposers are strongly encouraged to check for addenda regularly.

Proposals should be as responsive as possible to the provisions stated herein. A prospective vendor may take “exception” to bid terms, conditions, specifications and dates stated within the bid package. However, SPU reserves the right to disqualify any and all bids submitted which include exceptions, if deemed not in the SPU’s best interests.

F. Addenda

In the event that it is necessary to provide additional clarification or revision to the RFP, SPU will post addenda to the same websites as the original distribution – see the following section [G. Bid Distribution Networks]. It is the proposer’s responsibility to regularly monitor the websites for any such postings.

Proposers must acknowledge the receipt of any addenda on Form B. Failure to retrieve addenda and include their provisions may result in disqualification.

G. Bid Distribution Networks

SPU intends to post all of the following on the VendorNet and DemandStar distribution networks:

• Request for Proposals;

• Addenda;

• Tabulations;

• Awards;

• Related announcements on two distribution networks.

The aforementioned documents are available exclusively from these websites. It is the proposer’s responsibility to regularly monitor the bid distribution network for any such postings. Proposer’s failure to retrieve such addenda and incorporate their appropriate provisions in their response may result in disqualification. Both sites offer free registration to SPU proposers.

State of Wisconsin VendorNet System: State of Wisconsin and local agencies bid network. Registration is free. http://vendornet.state.wi.us/vendornet

DemandStar by Onvia: National bid network – Free subscription is available to access proposals from the City of Sun Prairie and other Wisconsin agencies participating in the Wisconsin Association of Public Purchasers (WAPP). A fee is required if subscribing to multiple agencies that are not included in WAPP.

Home Page: www.demandstar.com

To Register: www.onvia.com/WAPP

Bid Opportunities: http://www.sunprairieutilities.com http://vendornet.state.wi.us/vendornet http://www.demandstar.com/ http://www.onvia.com/WAPP http://www.sunprairieutilities.com/

H. Local Vendor Preference

SPU has included a local vendor preference granting a scoring preference to local suppliers. The “local area” is defined as a physical address within City of Sun Prairie.

Exemptions and limitations may apply. Due to state law, buy local preference may not apply to public works projects. Due to federal restrictions, federally funded programs are also exempt. Exemptions will also be made for emergencies, sole source purchases, cooperative purchasing agreements and cases in which a local vendor is not qualified as determined by SPU staff. If it is determined that a vendor has misrepresented its local status, it will be ineligible to receive preference.

I. Oral Presentations/Site Visits/Meetings

Proposers may be asked to attend meetings, make oral presentations, inspect SPU building infrastructure locations or make their facilities available for a site inspection as part of this RFP process. Such presentations, meetings or site visits will be at the proposer’s expense.

J. Acceptance/Rejection/Withdrawal of Proposals

SPU reserves the right to accept or reject any or all proposals submitted, in whole or in part, and to waive any informalities or technicalities, which at the Utilities’ discretion is determined to be in their best interest. Furthermore, SPU makes no representations that a contract will be awarded to any proposer responding to this request, along with expressly reserving the right to reject any and all proposals responding to this invitation without indicating any reasons for such rejection(s).

K. Public Record Law Compliance

It is the intention of SPU to maintain an open and public process in the solicitation, submission, review, and approval of contracts.

a. The parties acknowledge that SPU is a municipal corporation legally bound to comply with the

Wisconsin Public Records Law and Open Meetings Law (see sections 19.32-19.39 and 19.81-19.98, Wis. Statutes) and that, unless otherwise clearly allowed by law to be an exception to the Public Record Law and confidential, all aspects of this agreement are subject to open disclosure and are a matter of public record. It is further agreed to that neither party will take any action to obstruct the operation of these laws. To comply with any request under said Public Record Law, the provider/contractor herein shall produce copies of all materials, gathered or produced or modified pursuant to this Contract to SPU, in their original (i.e., electronic or digital, etc.) format at actual cost of reproduction, without profit. According to Wisconsin case law, even if records are created or maintained by, or in the custody of, the provider as an independent contractor, they, along with the raw data used to create the record, are nevertheless public records that must be made available to the public within a reasonable time and without delay upon request by any person, and in the format in which they were created.

Provider/contractor agrees to hold SPU, the City, its agents, officials and employees harmless and to indemnify them and SPU for all costs, fees, including all reasonable attorney fees and expenses of all kinds, and any judgments, orders, injunctions, writs of mandamus, and damages or expense of whatever kind for which SPU or its agents, officials or employees may expend or be held liable due to the Provider/contractor’s failure to comply with the Wisconsin Public Records and Open Meetings laws, or with this Agreement.

b. Any Public Records Law request received directly by a contractor related to this Contract with SPU shall immediately be reported to the SPU Utility Manager.

L. Public Records Notice

Proposers are hereby notified that all information submitted in response to this RFP may be made available for public inspection according to the Public Records Law of the State of Wisconsin or other applicable public record laws. Information qualifying as a “trade secret” – defined in State of Wisconsin Statutes – may be held confidential.

Proposers shall separately and clearly identify all information they deem to be “trade secrets”, as defined in the State of Wisconsin Statutes. Do not duplicate or co-mingle information deemed confidential and sealed, elsewhere in your response.

S. 19.36(5)

(5) TRADE SECRETS. An authority may withhold access to any record or portion of a record containing information qualifying as a trade secret as defined in s. 134.90(1)(c).

S. 134.90(1)(c)

(c) “Trade secret” means information, including a formula, pattern, compilation, program, device, method, technique or process to which all of the following apply:

1. The information derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use.

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

SPU cannot ensure that information will not be subject to release if a request is made under applicable public records laws. In addition, SPU cannot consider the following confidential: a bid in its entirety, price bid information, or the entire contents of any resulting contract. SPU will not provide advance notice to proposers prior to release of any requested record.

To the extent permitted by such laws, it is the intention of SPU to withhold the contents of proposals from public view – until such times as competitive or bargaining reasons no longer require non-disclosure, in the SPU’s opinion. At that time, all proposals will be available for review in accordance with such laws.

M. Tax Exempt

As a municipal entity, Sun Prairie Utilities is exempt from payment of federal excise taxes and State of Wisconsin taxes per Wisconsin statute 77.54(9a). Federal Tax ID #39-6006383. SPU will supply the consultant with a completed Wisconsin Department of Revenue Form S-211 (R.10-18). In addition, the tax-exempt number for SPU is ES 42578.

N. Cooperative Purchasing

Bidders may choose to extend prices offered on bids to other municipalities. Under Wisconsin Statutes, a municipality is defined as a county; city; village; town; school district; board of school directors; sewer district; drainage district; vocational, technical and adult education district; or any other public or quasi-public corporation, officer, board or other body having the authority to award public contracts. This is known as “cooperative” or “piggyback” purchasing, a practice common amongst units of government.

SPU is not responsible for any contract resulting from a cooperative purchase using this RFP as a basis;

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

O. Terms of Contract

1. Term of Contract – The term of the contract shall be for a (1) year period to commence on: June 17, 2019, ending on June 17, 2020.

2. Option to Extend – SPU reserves the right to extend the contract for one (1) additional year, upon the same or more favorable terms and conditions, and under mutual agreement of both parties.

3. Contract Extension Pricing – Contract prices on an extended contract will be adjusted (escalated or deescalated) based upon the average annual change in the Consumer Index for “All Items” published by the Bureau of Labor Statistics (BLS) (Table 1A. Consumer Price Index for All Urban Consumers (CPI-U): U.S. city average, by expenditure category and commodity and service group, Expenditure Category “All Items”). The CPI-U value is published by the BLS at its website:

http://www.bls.gov/cpi/news.htm

The price for an option year shall be based upon the percent change in the CPI-U from the preceding year applied to the current contract year price to obtain the option year price.

SPU reserves the right to discontinue the contract’s remaining option year and may elect to re-advertise the contract in whole or in part when changes in prices are not mutually acceptable between the contractor and SPU.

Any and all changes to the contract terms and conditions shall be evidenced in writing by amending/modifying the contract.

4. Subcontracting Regulations – Successful vendor(s) will not be permitted to sublet, sell, transfer, assign or otherwise dispose of the contract or any portion therein, or its right, title or interest in, to any person, vendor or corporation.

http://www.bls.gov/cpi/news.htm

P. Cancellation/Termination of Contract

SPU may terminate the contract at any time at its sole discretion by delivering 30 days written notice to the contractor. Upon termination, the agency’s liability will be limited to the pro rata cost of the services performed as of the date of termination plus expenses incurred with the prior written approval of the agency. In the event that the contractor terminates the contract, for any reason whatsoever, it will refund to the agency within 30 days of said termination, all payments made hereunder by the agency to the contractor for work not completed or not accepted by the agency. Such termination will require written notice to that effect to be delivered by the contractor to the agency not less than 30 days prior to said termination.

Q. Evaluation Process and Scoring

The RFP will be reviewed by the Evaluation Panel. A staff member from the Finance Department will oversee the evaluation process to ensure fairness within the process.

Each proposal will be evaluated as described below and assigned an overall score ranking.

Major Criteria Categories Point Weight Demonstrated record of completing similar projects for other communities and reference checks

30%

Written Proposal 20% Team resources and qualifications 20% Cost 15% Proposed timeline goal is May 2020 10% Local Preference 5%

TOTAL 100%

R. Insurance and Indemnification Requirements

Insurance coverage shall be in place prior to commencing work and shall remain in force until the entire project is completed or the length of time that is specified in the contract. See Form E for requirements.

II. DESCRIPTION OF RFP

Sun Prairie Utilities is seeking proposals from qualified architectural firms for a complete Facilities Operations Study, which will analyze the present and future space needs for office, fleet, warehouse, outdoor storage, and customer/employee parking. Included will be budgeting estimates for the various solutions.

DESCRIPTION OF CURRENT STAFF, FLEET AND INVENTORY FACILITIES

Sun Prairie Utilities is an organization that provides water and electric services to the City of Sun Prairie.

The total employed staff is thirty-five, broken down into the following departments:

• Administration/Management/IT/Finance 10

• Customer Service 5

• Electric Lineworkers/Substation Tech/Meter Tech 10

• Water Operators/Inventory/Custodian/Meter Readers 10

Sun Prairie Utilities headquarters lot at 125 West Main Street is an estimated 43,041 square feet, with a building of 23,222 square feet. The main office building was constructed in 2000, with the fleet garage, field offices, and inventory space originally constructed in 1972 and added onto in 1986. An estimated breakdown of the internal space is as follows:

SPACE DESCRIPTION AREA (Square Feet)

• Administrative Offices and Customer Service 5,747

• Training, Meeting and Break Rooms 3,863

• Field Offices and IT Server Room 2,363

• Inventory Space 3,868

• Fleet Vehicles and Equipment 13,128

• Basement 9,610

• Parking Lot 19,819

In addition, SPU owns an adjacent single-family home at 127 South Street consisting of 7,765 square feet lot area, which is currently vacant and could be used for expansion. Furthermore, there is a separate storage facility at 555 Craftsman Way that is 55.462 square feet, consisting of a 5,023 square feet area of pole shed used for indoor storage and the remaining 50,439 square feet of outdoor storage. This storage facility contains mostly electrical inventory (poles, wire, duct, transformers, switchgear, etc…), along with a small area for backfilling materials. An overhead map is available upon request, which further details the spaces described above.

FACILITIES STUDY SCOPE OF WORK

The Utility recently completed a 3-Year Strategic Plan, from which one of the main initiatives was to complete a study of our existing facilities, determining needs for expansion or suitability both presently and twenty years into the future. Some of the major factors to consider:

• Continued accessibility to customers, developers, contractors and internal departments

• Maintaining “best in class” reliability resulting from fast restoration times

• Most efficiently and effectively manage disaster recovery and emergency restoration

• Providing adequate space for our growing utility and its fleet, materials and inventory

• A current office building is less than twenty years old

• Maintaining the perception of being an easily accessible, strong community asset

• The effects and feasibility of having Customer Service, Operations, and Administration in potentially different locations.

• Minimal operational effects of expansion or new construction initiatives

• The number of additional staff members the Utility will employ in twenty years

The design criteria to be evaluated includes:

• Staff assigned to each room/office

• Meeting room(s) sizes and capacity requirements

• Office or space for IT servers, water and electric meter testing, SCADA, and mapping

• Operational efficient area(s) to best manage disaster recovery and/or emergency restoration

• Ability to receive and unload inventory delivered from a semi-truck

• Efficient water filling capabilities for contractor trucks.

• Energy efficiency initiatives designed into any proposal, including such things as geo-thermal, solar, electric vehicle charging stations, LEED construction standards, etc.

• Evaluate and incorporate security into any design

• Detailed fleet storage design incorporating ease in navigating, accessing, and maintaining

• Evaluation and breakdown of non-heated versus heated storage needs

• Difficulty, time and costs estimated with any of the design solution recommendations

• Employee and customer parking needs

• Aesthetic acceptability of not only building construction standards, but outdoor storage

• In summary, the Facilities Study effort will set forth the design criteria groundwork for any future recommended design expansion or new construction. The design criteria to be established includes;

assigned staff and population of each room, vehicles stall assignments, spatial needs and configuration of each room, fixed equipment identification and locations, relationship and adjacency requirements, circulation patterns for vehicles and pedestrians, height and width clearances, architectural finish requirements, interior needs including HVAC, power and lighting, information technology, general security, and inventory storage. In conjunction, design criteria must also incorporate both staff and customer parking, along with outdoor storage of materials/inventory.

SPECIFIC PROCESS TASKS AND DELIVERABLES

1. Conduct a Kick-off Workshop focusing on the Facilities Study evaluation process, including receiving interactive feedback of the vision for the Sun Prairie Utilities facility, organizational structural, operations processes, current facility usage and overview of space needs.

2. Conduct onsite interviews with key Sun Prairie Utilities staff on field operations, equipment parking, material storage, staff support and administrative areas

3. Compile and supply facility data on: fleet composition, inventory materials storage, field crews, supervisors and administration. In tabular form, summarize existing facility data and capacities including: number of vehicles parked, staff assigned, storage areas.

4. Tabulate existing square footage by room and function groups. Show diagram plan of existing Garage and note square footage and current vehicle parking arrangements. Similarly, show current Yard parking and storage usage.

5. Observe the flow of operations, traffic, material, deliveries, staging and personnel. Document the sequence of Yard events throughout the day. Recommend the best relationship the rooms should have to each other along with grouping into compatible zones. Also, identify Yard function flow and relationships. Create diagrams that diagrammatically document how the functions should relate to each other.

6. Explore the functionality and Return on Investment (ROI) of sustainability features; to include but not limited to geothermal, onsite solar generation, LEED construction standards, and electric fleet.

7. Assess the future growth of Sun Prairie Utilities over the next twenty years as it relates to space requirements relating to fleet, material storage, staffing and parking.

8. Conduct a scheduled Progress Workshop presenting field data taken into date and present initial analysis. Gather feedback and input from key users and incorporate feedback into the final Facilities Study.

9. Develop an Optimal Room Tabulation Plan that identifies the needed space and configuration for each room. Compare recommended area spacing needs against existing area usage and identify percent increases.

10. The final deliverable must include, but not be limited to the following:

a. EXECUTIVE SUMMARY

b. STUDY METHODOLOGY & SCOPE

c. PARTICIPANTS AND KEY STAKEHOLDERS

i. List of meetings, workshops and presentations

d. SUN PRAIRIE UTILITIES OPERATIONS & FUNCTIONS NARRATIVE

i. Administration

ii. Customer Service

iii. Information Technologies

iv. Electric

v. Water

vi. Meter Reading and Maintenance

vii. Inventory

e. SUN PRAIRIE UTILITIES ORGANIZATION COMPOSITION

i. Staffing Charts and Relationships

ii. Breakdown of Staff Functions & Count

f. FLEET COMPOSITION

i. Inventory of Fleet Vehicles/Equipment

ii. Fleet Vehicles/Equipment Storage Needs

iii. Graphic illustration of the entire fleet storage

g. ENERGY EFFICIENCY COMPOSITION

i. Narrative of each efficiency function.

h. DESIGN CRITERIA

i. Fleet Storage and Maintenance Areas

ii. Inventory and Materials Storage

iii. Field Crew Support Areas

iv. Administrative Areas

v. IT and Disaster Recovery Areas

i. YARD FUNCTIONS CRITERIA

i. Electric and Water Materials/Inventory Storage

ii. Indoor and Outdoor Storage

iii. Equipment Storage

iv. Loading and Unloading Accessibility

v. Site Security

j. FUTURE GROWTH ANALYSIS

i. City's growth and impact on SPU services

ii. Map of Sun Prairie's growth in 20 years

iii. Projected growth in services and staff

iv. Project growth in fleet and composition

v. Technology and fleet trends impact

vi. Recommended numerical percent increase of key facility criteria

vii. Sustainability alternatives

k. OPTIMAL SPACE NEEDS TABULATION

i. Tabulate each room’s configuration dimensions and square footage. Summarize recommended square feet by function area, by building and total facility.

ii. For Yard activities, establish square foot and configuration needs.

l. ROOM DATA SHEETS

i. Room by room sheets establishing design criteria. Identify these facility criteria; staff assigned, vehicles stored, major fixed equipment, fixture and furnishing types spatial needs, configuration of space, clearances required, interior environmental needs, relationship and adjacency needs, security issues, lighting levels, telecommunication requirements and seasonal and daily usage patterns.

m. RELATIONSHIP & ADJACENCY DIAGRAMS

n. OPTIMAL FLOOR PLAN DIAGRAM

o. TECHNICAL NARRATIVE OF BUILDING CONSTRUCTION ASSEMBLIES

p. PRELIMINARY CODE ANALYSIS

q. CONCEPTUAL COST ESTIMATE

r. PROJECTED DESIGN AND CONSTRUCTION IMPLEMENTATION SCHEDULE

s. BENCHMARK OF PEER FACILITIES

i. Size data and plan images of other similar fleet, inventory and office spaces.

ii. Demonstrate how Facilities Study recommendations are in-line with peer facilities.

11. Conduct a final workshop explaining the final recommendation in detail and methods used to arrive at design criteria.

12. Present the Final Study and receive approval from the Sun Prairie Utilities Commission.

13. Format the report for distribution of both bound handouts and electronic copies.

The work of the Architect will become the property of the Sun Prairie Utilities and carries no further obligation for future work or compensation from the use of the report.

SCHEDULE

The Facilities Study effort is to be conducted over a three-month period. The Progress Workshop is to be presented in September of 2019. A 90% draft Final Report is to be submitted by October 14, 2019 and final acceptance at the October Utilities Commission meeting scheduled for October 21, 2019.

FEE

Architects are to submit a fee proposal in a lump-sum fee format along with an Hourly Effort spreadsheet that documents the number of hours by position for each numbered task above. The lump-sum fee must include all reimbursable items.

PROPOSAL SUBMITTAL REQUIREMENTS

All proposals must follow this format and contain information listed in these sections/

1. Cover Letter

2. Firm Description: Include a brief history and other pertinent information about your firm.

3. Project Understanding: Provide a statement of your understanding of the scope, approach and methodology to be used and methods of facilitating the input.

4. Recent Project Examples: Provide examples of facilities designs and studies that your firm has completed. One must be a detailed space needs effort similar to the scope listed above.

5. Qualifications of Assigned Personnel: The name of the principal-in-charge and key technical/professional personnel to be assigned together with a resume describing the experience and qualifications of each.

6. References: Provide names, phone numbers and email addresses for three (3) public client references who will attest to your firm’s ability to undertake similar Public Works projects.

7. Fee Proposal: A lump sum fee and fee statement with a budget of reimbursable expenses.

III. REQUIRED INFORMATION

Submittal Requirements

Proposals are to be submitted electronically as a PDF by June 13, 2019 by 4:30 PM.

All proposal materials will become the property of the Sun Prairie Utilities.

The proposal and price quotations must be good for a minimum of 90 days. Only proposals submitted by the due date listed will be accepted. If there are any questions, please contact Rick Wicklund at

(608) 837-5500 or rwicklund@sunprairieutilities.com.

mailto:rwicklund@sunprairieutilities.com

This form must be returned with your response.

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

The undersigned, submitting this Proposal, herby agrees with all the terms, conditions, and specifications required by Sun Prairie Utilities in this Request for Proposal, declares that the attached Proposal and pricing is in conformity therewith, and attests to the truthfulness of all submissions in response to this solicitation.

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

COMPANY NAME

SIGNATURE DATE

PRINT NAME OF PERSON SIGNING

F:/12. Utilities Commission/Strategic Plan/Facilities Study/SPU_RFP Form A Signature Affidavit.doc

Form A: Signature Affidavit

RFP #: 2019 SPU Facilities Study

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

Forms

Initial to Acknowledge

SUBMITTAL

Initial to Acknowledge

RECEIPT

Description of Services/Commodities N/A

Form A: Signature Affidavit

Form B: Receipt of Forms and Submittal Checklist

Form C: Vendor Profile

Form D: References

Form E: Insurance Requirements

Form F: Fee Proposal in separate sealed envelope

Appendix A: Standard Terms & Conditions N/A

Addendum #

Addendum #

Addendum #

VENDOR NAME

F:/12. Utilities Commission/Strategic Plan/Facilities Study/SPU_Form B Receipt of Forms and Submittal Checklist.doc

Form B: Receipt of Forms and Submittal Checklist

COMPANY INFORMATION

Company Name (Make sure to use your complete, legal company name.)

FEIN (If FEIN is not applicable, SSN collected upon award.)

Contact Name (Able to answer questions about proposal.) Title

Telephone Number Fax Number

Email

Address City State Zip

ORDERS/BILLING CONTACT

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

Contact Title

Telephone Number Fax Number

Email

Address City State Zip

LOCAL VENDOR STATUS

Sun Prairie Utilities has included a local vendor preference granting a scoring preference to local suppliers. Only suppliers within the City of Sun Prairie limits as of the bid’s due date will receive preference.

Form C: Vendor Profile/Qualifications

CHECK ONLY ONE:

� Yes, we are a local vendor.

� No, we are not a local vendor.

CORPORATION INFORMATION

If applicant is a corporation, please complete both columns:

Names of Corporate Officers Names of Corporate Directors

LICENSES AND PROFESSIONAL REGISTRATION

List names of each key person of the firm. If a requested service requires a licensed/registered practitioner, you will be required to provide a copy of such license/registration before work can begin.

Name

Capacity

(Owner, Partner, Etc.)

Current Licenses/Registrations (Include Certificate # if applicable)

License/Registration

Expiration Date

CONFLICT OF INTEREST

A conflict of interest may exist where an employee or close relative/family member has a connection to your business, and a third party may consider that this relationship may compromise the competitive process. Does any employee of your company have a possible conflict of interest with this process? Yes No If yes, please specify the following:

Employee Name: __________________________ Employee Phone Number: _______________

Employee’s Relationship: _________________________

PRIOR WORK

Has your organization ever performed work for Sun Prairie Utilities? Yes No If yes, please specify scope of work:

WORK EXPERIENCE

List contracts for similar services or materials that have been completed within the last five years.

Project Location Type of Service Total Amount of Contract

Completion Date

Name/Phone of Owner or Other

References

KEY PROJECT PERSONNEL INFORMATION

Provide the requested information for key personnel who would be assigned to work on contracts awarded or who would, at a minimum, supervise such work.

Name and Title Primary Responsibilitie s

Years of Experience

Education (Degrees, Certificates)

Other Relevant Experience and/or

Qualifications

JUDGMENTS AND CLAIMS

Are there any judgments, claims or suits pending our outstanding against you or your organization?

Yes No

If yes, please explain:

DISPUTES REGARDING LIENS

Has any owner or higher-tier contractor with whom your business has had a contract ever disputed a claim of lien filed by you or your organization? Yes No

RECEIVERSHIP

Have you or your organization filed for bankruptcy, receivership, or reorganization within the last five years?

Yes No

LEGAL INFRACTIONS

Have you or your organization been cited and/or fined for failure to comply with federal or state regulations and/or statues in the past two years? Yes No

Information provided in this application may be audited by Sun Prairie Utilities.

Provision of information on Form C does not relieve your company from providing the same or additional information as requested in a response to a request for proposal.

Submittal of Form C does not guarantee qualification. Qualification will be given only if your company meets all statutory, regulatory or City requirements, including those not listed on this application. Qualification does not guarantee your company any business.

Your company must update significant information changes in writing within 30 days.

Significant changes include, but are not limited to: change of legal status, TIN, ownership, name, address, as well as loss of licensure or registration, filing of bankruptcy, or suspension by any federal, state, or local government agency.

Failure to provide accurate and reliable information required by this form may, in accordance with any and all applicable laws, result in penalties including, but not limited to, suspension or debarment from doing business with Sun Prairie Utilities and termination of contracts.

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Reference # 1 – Client Information Company Name

Contact Name

Address City State Zip

Telephone Number Fax Number

Email

Contract Period Year Completed Total Cost

Description of the Performed Work

Reference # 2 – Client Information

Contact Name

Address City State Zip

Telephone Number Fax Number

Email

Contract Period Year Completed Total Cost

Description of the Performed Work

Form D: References

Reference # 3 – Client Information

Contact Name

Address City State Zip

Telephone Number Fax Number

Email

Reference # 4 – Client Information

Contact Name

Address City State Zip

Telephone Number Fax Number

Email

Reference # 5 – Client Information

Contact Name

Address City State Zip

Telephone Number Fax Number

Email

Reference # 6 – Client Information

Contact Name

Address City State Zip

Telephone Number Fax Number

Email

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Insurance coverage shall be in place prior to commencing work and shall remain in force until the entire project is completed or the length of time that is specified in the contract.

INDEMNIFICATION – Professional Services

To the fullest extent allowable by law, Consultant hereby indemnifies and shall defend and hold harmless Sun Prairie Utilities, its elected and appointed officials, officers, employees, or authorized representatives or volunteers and each of them from and against any and all suits, actions, legal or administrative proceedings, claims, demands, damages, liabilities, interest, attorneys’ fees, costs, and expenses of whatsoever kind or nature whether arising before, during, or after completion of the work hereunder and in any manner directly or indirectly caused, occasioned, or contributed to in whole or in part or claimed to be caused, occasioned, or contributed to in whole or in part, by reason of any act, omission, fault, or negligence, whether active or passive, of Consultant or of anyone acting under its direction or control or on its behalf in connection with or incident to the performance of this Agreement regardless if liability without fault is sought to be imposed on Sun Prairie Utilities. Consultant’s aforesaid indemnity and hold harmless agreement shall not be applicable to any liability caused by the sole fault, sole negligence, or willful misconduct of Sun Prairie Utilities, or Sun Prairie Utilities representatives.

This indemnity provision shall survive the termination or expiration of this Agreement.

In any and all claims against Sun Prairie Utilities, or any of its directors, officers, employees, or authorized representatives or volunteers by an employee of the Consultant, any subcontractor, or anyone for whose acts any of them may be liable, the indemnification obligation under this paragraph shall not be limited in any way by any limitation on the amount or type of damages, compensation, or benefits payable by or for the Consultant or any subcontractor under Worker’s Compensation Acts, Disability Benefit Acts, or other employee benefit acts.

No provision of this Indemnification clause shall give rise to any duties not otherwise provided for by this Agreement or by operation of law. No provision of this Indemnity clause shall be construed to negate, abridge, or otherwise reduce and other right or obligation of indemnity that would otherwise exist as to Sun Prairie Utilities under this or any other contract. This clause is to be read in conjunction with all other indemnity provisions contained in this Agreement. Any conflict or ambiguity arising between any indemnity provisions in this Agreement shall be construed in favor of indemnified parties except when such interpretation would violate the laws of the state in which the job site is located.

Consultant shall reimburse Sun Prairie Utilities, or any of its directors, officers, employees, or authorized representatives or volunteers, for any and all legal expenses and costs incurred by each of them in connection therewith or in enforcing the indemnity herein provided. Consultant’s

Form E: Professional Services Insurance and Indemnification Requirements obligation to indemnify shall not be restricted to insurance proceeds, if any, received by Sun Prairie Utilities, or any of its directors, officers, employees, or authorized representatives or volunteers.

GENERAL CONDITIONS – Professional Services

Laws, Regulations and Permits – The Consultant shall give all notices required by law and comply with all laws, ordinances, rules and regulations pertaining to the project. The Consultant shall also be liable for all violations of the law in connection with the project. If the Consultant performs any work knowing it to be contrary to such laws, ordinances, rules or regulations, the Consultant shall bear all costs arising therefrom.

Safety & Security – The Consultant shall execute and maintain his/her work so as to avoid injury or damage to any person or property. The Consultant shall comply with the requirements of the specifications relating to safety measures applicable in particular operations or kinds of work.

In carrying out his/her work, the Consultant shall at all times exercise all necessary precautions for the safety of employees appropriate to the nature of the work and the conditions under which the work is to be performed, and be in compliance with all applicable federal, state and local statutory and regulatory requirements including Wisconsin labor Code and the U.S. Department of Transportation Omnibus transportation Employee Testing Act.

INSURANCE REQUIREMENTS – Professional Services

Unless otherwise specified in this Agreement, the Consultant shall, at its sole expense, maintain in effect at all times during the performance of the Work, insurance coverage with limits not less than those set forth below with insurers and under forms of policies set forth below.

Worker’s Compensation and Employers Liability Insurance – The Consultant shall cover or insure under the applicable Wisconsin labor laws relating to worker’s compensation insurance, all of their employees in accordance with the law in the State of Wisconsin. The Consultant shall provide statutory covers for work related injuries and employer’s liability insurance with limits of $1,000,00 each accident, $1,000,000 disease policy limit, and $1,000,000 disease each employee.

Commercial General Liability and Automobile Liability Insurance – The Consultant shall provide and maintain the following commercial general liability and automobile liability insurance:

Coverage – Coverage for commercial general liability and automobile liability insurance shall be at least as broad as the following:

1. Insurance Services Office (ISO) Commercial General Liability Coverage (Occurrence Form CG 0001)

2. Insurance Services Office (ISO) Business Auto Coverage (Form CA 0001), covering Symbol 1 (any vehicle).

Limits – The Consultant shall maintain limits no less than the following:

1. General Liability – One million dollars ($1,000,000) per occurrence ($2,000,000 general aggregate if applicable) for bodily injury, personal injury and property damage. If Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the project/location (with the ISO CG 2503, or ISO CG 2504 endorsement provided to Sun Prairie Utilities) or the general aggregate including product-completed operations aggregate limit shall be twice the required occurrence limit.

2. Automobile Liability – One million dollars ($1,000,000) for bodily injury and property damage per occurrence limit covering all vehicles to be used in relationship to the Agreement.

3. Umbrella Liability – Five million dollars ($5,000,000) for bodily injury, personal injury and property damage per occurrence in excess of coverage carried for Employers’ Liability, Commercial General Liability and Automobile Liability as described above.

4. Professional Liability – One million dollars ($1,000,000) per claim and annual aggregate.

Required Provisions – The general liability and automotive liability policies are to contain or be endorsed to contain the following provisions:

1. Sun Prairie Utilities, its elected and appointed officials, officers, employees or authorized representatives or volunteers are to be given additional insured status (via ISO endorsement CG 2010, CG 2033 for general liability coverage) as respects: liability arising out of activities performed by or on behalf of the Consultant; products and completed operations of the Consultant; premises occupied or used by the Consultant; and vehicles owned, leased, hired or borrowed by the Consultant. The coverage shall contain no special limitations on the scope of protection afforded to Sun Prairie Utilities, its elected and appointed officials, officers, employees or authorized representatives or volunteers.

2. For any claims related to this project, the Consultant’s insurance shall be primary insurance as respects Sun Prairie Utilities, its elected and appointed officials, officers, employees or authorized representatives or volunteers. Any insurance, self-insurance, or other coverage maintained by Sun Prairie Utilities, its directors, officers, employees, or authorized representatives or volunteers shall not contribute to it.

3. Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to Sun Prairie Utilities, its elected and appointed officials, officers, employees or authorized representatives or volunteers.

4. The Consultant’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer’s liability.

5. Each insurance policy required by this agreement shall state, or be endorsed to state, that coverage shall not be canceled by the insurance carrier or the Consultant, except after sixty ((60) days) (10 days for non-payment of premium) prior written notice by U.S. mail has been given to Sun Prairie Utilities.

6. Such liability insurance shall indemnify Sun Prairie Utilities against loss from liability imposed by law upon, or assumed under contract by, the Consultant for damages on account of such bodily injury (including death), property damage, personal injury, completed operations, and products liability.

The Consultant shall, upon demand of Sun Prairie Utilities, deliver to Sun Prairie Utilities such policy or policies of insurance and the receipts for payment of premiums thereon.

Deductibles and Self-Insured Retentions – Any deductible or self-insured retention must be declared to and approved by Sun Prairie Utilities. At the option of Sun Prairie Utilities, the insurer shall either reduce or eliminate such deductibles or self-insured retentions.

Evidences of Insurance – Prior to execution of the agreement, the Contractor shall file with Sun Prairie Utilities Finance Department, a certificate of insurance (Acord Form 25-S) signed by the insurer’s representative as well as endorsements evidencing the coverage required by this agreement. In addition Form CG 20 10 11 85 covers all bases OR Form CG 20 10 07 04 for ongoing work exposure AND Form CG 20 37 07 04 for products-completed operations exposure. Contractor will also provide form CG 28 04 10 93, Earlier Notice of Cancellation with 30 days’ notice.

Such evidence shall include an additional insured endorsement signed by the insurer’s representative. Such evidence shall also include confirmation that coverage includes or has been modified to include all required provisions 1-6.

Sub-Contractors – In the event that the Consultant employs other contractors (sub-contractors) as part of the work covered by this agreement, it shall be the Consultant’s responsibility to require and confirm that each sub-contractor meets the minimum insurance requirements specified above.

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Prepare the Fee Proposal to include the following:

1. All Inclusive – Covers all direct and indirect necessary expenses for each section.

2. Not to Exceed – The actual fees shall not exceed the amount specified on each line of the fee proposal.

a. Professional services including reimbursables: $ _________________________

3. Will Vendor accept credit card for payment with no additional fees?

________ Yes _______ No

4. Will Vendor accept payment via Electronic Funds Transfer (EFT)?

5. Will Vendor allow Piggybacking of this contract to other government agencies?

The above fees shall be compensation for all the services provided pursuant to this agreement. The cost for project deliverables shall be included as part of the costs above. This fee includes all necessary meetings with the Utility Commission and such Committees and Boards, as required. All costs incurred by the contractors and all sub-contractors are included herein.

Any additional services over and above the services described in this agreement shall be provided only when authorized in writing by Sun Prairie Utilities’ designated representative. For additional services, provide the hourly rate for all staff positions (ie – Engineer Technician, Project Engineer, etc.) that may be designated for this project and any overhead rates that would apply:

Form F: Fee Proposal

The undersigned, submitting this Proposal, herby agrees with all the terms, conditions, and specifications required by Sun Prairie Utilities in this Request for Proposal, declares that the pricing is in conformity therewith, and attests to the truthfulness of all submissions in response to this solicitation.

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

COMPANY NAME

SIGNATURE DATE

PRINT NAME OF PERSON SIGNING

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