_MendotaGrassmanRFP_Combined_08142020.pdf

Department of Public Works

Engineering Division Robert F. Phillips, P.E., City Engineer

City-County Building, Room 115 210 Martin Luther King, Jr. Boulevard Madison, Wisconsin 53703 Phone: (608) 266-4751 Fax: (608) 264-9275 engineering@cityofmadison.com

August 14, 2020

TO: Consultants Submitting Proposals for Engineering and Design Services

FROM: Robert F. Phillips, City Engineer

SUBJECT: Request for Proposals for Mendota Grassman Greenway Flood Mitigation and Restoration

Design (City of Madison, WI)

The City of Madison Engineering Division is requesting consultant proposals for the Mendota Grassman Greenway Flood Mitigation and Restoration Design. Please refer to the RFP for pertinent information and dates. The following items are included with the RFP and considered part of it:

Appendix A: Standard Terms & Conditions Appendix B: Contract for Purchase of Services Exhibit 1—Project Area Exhibit 2—Typical Right of Way Acquisition Schedule Exhibit 3—Example Routing Sheet Exhibit 4—Data provided by City Exhibit 5—Relocation Order Map Example

The RFP may be obtained at any of the following online locations:

State of Wisconsin, VendorNet System: www.vendornet.state.wi.us

City of Madison Public Works: www.cityofmadison.com/business/pw/requestforproposals.cfm

Demandstar by Onvia: www.demandstar.com

Interested Consultants shall submit one (1) electronic copy of their Proposals to the Office of the City Engineer by 4:00 PM on September 11, 2020. Submit proposal to: Jojo O’Brien at jobrien@cityofmadison.com.

Questions regarding this project shall be directed to Jojo O’Brien at jobrien@cityofmadison.com

Sincerely, On behalf of Robert F. Phillips, P.E., City Engineer

RFP: jo

Deputy City Engineer Gregory T. Fries, P.E.

Deputy Division Manager Kathleen M. Cryan

Principal Engineer 2 John S. Fahrney, P.E.

Christopher J. Petykowski, P.E.

Janet Schmidt, P.E.

Principal Engineer 1 Christina M. Bachmann, P.E.

Mark D. Moder, P.E.

James M. Wolfe, P.E.

Facilities & Sustainability Bryan Cooper, Principal Architect

Mapping Section Manager Eric T. Pederson, P.S.

Financial Manager Steven B. Danner-Rivers mailto:engineering@cityofmadison.com http://www.vendornet.state.wi.us/ http://www.cityofmadison.com/business/pw/requestforproposals.cfm http://www.demandstar.com/

CITY OF MADISON

REQUEST FOR PROPOSALS

Title: MENDOTA-GRASSMAN GREENWAY FLOOD

MITIGATION AND RESTORATION DESIGN

City Agency: Engineering Division

Due Date: September 11, 2020

4:00 PM CST

Page i

Table of Contents

1 NOTICE TO PROPOSERS

1.1 Summary of Services Requested

1.2 Flood Management Program Summary

1.3 Project Area

1.4 Important Dates

1.5 Format

1.6 Delivery of Proposals

1.7 Appendix A: Standard Terms & Conditions

1.8 Appendix B: Sample Contract for Purchase of Services

1.9 Affirmative Action Notice

1.10 City of Madison Contact Information

1.11 Inquiries and Clarifications

1.12 Addenda

1.13 Local Vendor Preference

1.14 Acceptance/Rejection of Proposals

1.15 Withdrawal or Revision of Proposals

1.16 Non-Material and Material Variances

1.17 Public Records

1.18 Usage Reports

1.19 Tax Exempt

1.20 Proposer’s Responsibility

2 PROJECT GOALS, TASKS, ROLES AND RESPONSIBILITIES

2.1 Project Goals

2.2 Project Tasks

2.3 Roles and Responsibilities

3 SCHEDULE AND SUBMISSION CONTENT

3.1 Timeline

3.2 Submission Contents

3.3 Submittal Details

4 EVALUATION OF PROPOSALS

Appendix A: Standard Terms & Conditions

Appendix B: Contract for Purchase of Services

Exhibit 1—Project Area

Exhibit 2—Typical Right of Way Acquisition Schedule

Exhibit 3—Example Routing Sheet

Exhibit 4—Data provided by City

Exhibit 5—Relocation Order Map Example

1 NOTICE TO PROPOSERS

1.1 Summary of Services Requested

The City of Madison (City) is seeking proposals from a firm or team (Consultant) for design of the Mendota-Grassman Greenway system. The intent of the design project is to enhance conveyance and reduce flood impact. The purpose of the Request for Proposals (RFP) is to solicit a design firm or team to carry out the design activities, as well as to develop a Scope of Services for the design process.

The Proposal submittals, discussed in detail in Section 3, shall highlight qualifications of project team and key personnel, project understanding and potential challenges, previous related project experience, level of effort, and scope of design services needed to meet the project goals. City of Madison Engineering staff will use submitted RFP responses to select the Consultant.

1.2 Flood Management Program Summary

The City of Madison, like many communities, has seen a recent increase in extreme flood events. This increase has occurred most notably in Madison since 2016, when a large and intense rain event in late July caused extensive flooding of public and private property on Madison’s west side. Large events in July 2017 and June 2018 caused similar flooding, again largely focused on Madison’s west side.

On August 20, 2018, Dane County experienced an unusual precipitation event that caused flooding in excess of that seen in any of the prior events mentioned. Rain gages monitoring that event registered between 3-4” of precipitation on Madison’s east side and 8-10” of precipitation on its west side over (approximately) a 12-hr period. Many of Madison’s west side neighborhoods experienced flash flooding, resulting in millions of dollars in property damage.

In response to the damage incurred, as well as the likely increasing frequency of such events due to global climate change, the Madison Common Council authorized the City of Madison Engineering Division (City Engineering) to develop watershed models and plans for watersheds of greatest concern in the Madison area. The redesign of this greenway system is a solution resulting from of one of these studies.

This fall (2020) the City will finish a watershed study for the Stricker’s/Mendota watershed that encompasses this area. The purpose of that study is to evaluate existing conditions in the watershed and look for solutions for flood reduction. Homes adjacent to this greenway have repeatedly flooded in the past and the proposed solutions for this watershed study indicate the best solution for this area is to maximize conveyance.

1.3 Project Area

The Mendota-Grassman Greenway stretches from Old Middleton Road to Lake Mendota on the west side of Madison. The current greenway system is categorized as a small drainage ditch with a heavily wooded floodplain.

The City has conducted a wetland delineation and wetlands were found in the project area. The greenway is FEMA mapped for the 0.2 % annual chance flood hazard area between Camelot Drive and Lake Mendota.

Residents adjacent to this greenway have resisted the removal of any trees in the past. Residents of this area are also actively engaging with the City regarding this project. Therefore, in addition to the traditional design activities, public outreach and environmentally sensitive design are expected.

The project area included in this RFP process is the Mendota-Grassman Greenway and adjacent City-owned parcels as shown in Exhibit 1. It is expected that the Consultant complete site investigations to become familiar with the project area as part of their Proposal and during the project duration.

1.4 Important Dates

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

Issue Date: August 14, 2020 Questions Due Date: August 28, 2020, 4:00 PM CST

Answers Posted Date: September 4, 2020, 4:00 PM CST Proposal Due Date: September 11, 2020, 4:00 PM CST

1.5 Format

Given the challenges in submitting physical documents currently, Proposals will be submitted in PDF format via email (max size 17 MB).

The City will not consider illegible Proposals.

Elaborate Proposals beyond that sufficient to present a complete and effective Proposal, are not necessary or desired.

1.6 Delivery of Proposals

PLEASE NOTE: due to the Covid-19 restrictions the Engineering office is currently closed to the public. In-person drop off of Proposals are currently not an option.

Emailed Proposals will need to be limited to 17 MB or less. Please see section 3.3 for Submittal Details.

1.7 Appendix A: Standard Terms & Conditions

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

1.8 Appendix B: Sample Contract for Purchase of Services

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

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

The Scope of Services developed by the Consultant shall become part of the Contract for Purchase of Services.

1.9 Affirmative Action Notice

If Contractor employs 15 or more employees and does aggregate annual business with the City of $50,000 or more for the calendar year in which the PO and/or Contract is in effect, Contractor shall file, within thirty (30) days from the PO/Contract effective date and BEFORE RELEASE OF PAYMENT, an Affirmative Action Plan designed to ensure that Contractor provides equal employment opportunity to all and takes affirmative action in its utilization of applicants and employees who are women, minorities and/or persons with disabilities. A sample affirmative action plan, Request for Exemption forms, and instructions are available at: www.cityofmadison.com/civil-rights/contract-compliance/vendors-suppliers/forms or by contacting a Contract Compliance Specialist at the City of Madison Affirmative Action Division at (608) 266-4910. Vendors must register for an account to complete the required forms online, here: https://elam.cityofmadison.com/citizenaccess

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

http://www.cityofmadison.com/civil-rights/contract-compliance/vendors-suppliers/forms http://www.cityofmadison.com/civil-rights/contract-compliance/vendors-suppliers/forms https://elam.cityofmadison.com/citizenaccess/

Job postings: All Contractors who employ 15 or more employees (regardless of the dollar amount of this contract or their annual aggregate business with the City) must notify the City of all external job openings at locations in Dane County, Wisconsin, and agree to interview candidates referred by the City or its designated organization. Job posting information is available at: http://www.cityofmadison.com/civil-rights/programs/referrals-and-interviews-for-sustainable-employment-raise-program. Instructions for Contractors: http://www.cityofmadison.com/civil-rights/documents/RaISE_Job_Posting_Instructions.pdf

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

1.10 City of Madison Contact Information

The City of Madison is the procuring agency:

Jojo O’Brien City of Madison Engineering Division jobrien@cityofmadison.com

For questions regarding Affirmative Action Plans please contact:

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

Madison, WI 53703

PH: (608) 266-4910

dcr@cityofmadison.com

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

1.11 Inquiries and Clarifications

Proposers finding any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP document shall immediately notify the City and request clarification. In the event that it is necessary to provide additional clarification or revision to the RFP, the City will post addenda – see 1.12 below. Proposers are strongly encouraged to check for addenda regularly.

Proposals should be as responsive as possible to the provisions stated herein. Exceptions are not permitted. The City of Madison reserves the right to disqualify any and all bids that are non-responsive or that include exceptions.

Any questions regarding the submittal process and/or aspects of the RFP may be made via e-mail to Jojo O’Brien at jobrien@cityofmadison.com. Only email communications will be accepted.

An acknowledgement of receipt of the questions will be emailed to the Consultant as the questions are received. No questions will be accepted after 4:00 p.m. (CDT) August 28, 2020. All questions and responses will be sent and posted no later than September 4, 2020 by 4:00 p.m.

1.12 Addenda

In the event that it is necessary to provide additional clarification or revision to the RFP, the City will provide an addendum to all Proposers. The addendum will be provided via email to the contact listed on the RFP. If other group members would like to be included on the email for addendum it is the Proposer’s responsibility to identify those persons wishing to receive the email.

1.13 Local Vendor Preference

http://www.cityofmadison.com/civil-rights/programs/referrals-and-interviews-for-sustainable-employment-raise-program http://www.cityofmadison.com/civil-rights/programs/referrals-and-interviews-for-sustainable-employment-raise-program http://www.cityofmadison.com/civil-rights/documents/RaISE_Job_Posting_Instructions.pdf mailto:dcr@cityofmadison.com

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

1.14 Acceptance/Rejection of Proposals

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

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

1.15 Withdrawal or Revision of Proposals

Proposers may, without prejudice, withdraw Proposals submitted prior to the date and time specified for receipt of Proposals by requesting such withdrawal before the due time and date of the submission of Proposals. After the due date of submission of Proposals, no Proposals may be withdrawn for a period of 90 days or as otherwise specified or provided by law. Proposers may modify their Proposals at any time prior to the due date listed in Paragraph 1.4.

1.16 Non-Material and Material Variances

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

1.17 Public Records

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

Statutesmay be held confidential.

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

S. 19.36(5)

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

s. 134.90(1)(c)

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

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

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

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

http://www.cityofmadison.com/business/localPurchasing

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

1.18 Usage Reports

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

1.19 Tax Exempt

The City of Madison as a municipality is exempt from payment of federal excise taxes (Registration Number 39-73-0411-K) and State of Wisconsin taxes per Wisconsin statute 77.54(9a). Federal Tax ID #39-6005507. A completed Wisconsin Department of Revenue Form S-211 (R.2-00) can be found on the City website. Our tax-exempt number is ES 42916.

1.20 Proposer’s Responsibility

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

2 PROJECT GOALS, TASKS, ROLES AND RESPONSIBILITIES

The City is not providing a Scope of Services, but is outlining the goals of the project, the minimum tasks, and the responsibilities of the City and the Consultant. The Consultant shall read through the goals and responsibilities and provide a Scope of Services with their Proposals. The Scope of Services shall be submitted with a corresponding cost proposal that is broken down per item of the proposed Scope of Services. The Scope of Services shall become part of the Contract for Purchase of Services for the project.

The City typically conducts its greenway design in-house and has greenway design expertise. The City does not wish to dampen Consultant design creativity, however, the City expects the design process will be collaborative with the appropriate level of discussion throughout the duration of the project. Based upon public acceptability, not all designs may be acceptable, and the Consultant shall be willing to modify designs based on City input.

2.1 Project Goals

This project has two main design goals.

1. Reduce flooding in areas adjacent to, and upstream and downstream of, the greenway

The City of Madison has several flood reduction goals. One of the goals is to try to eliminate private property damage during the 1% Chance Storm (100-year event). It is understood this goal will be challenging to meet in this area. Therefore, the consultant should maximize flood reduction to the greatest extent possible, while keeping projects costs to a reasonable level.

2. Minimize the removal of desirable trees

There are desirable trees in the project area (tree data, topo survey combined with a tree health and quality survey, will be provided to the Consultant along with desirability criteria), and the consultant shall minimize desirable tree loss.

2.2 Project Tasks

The City anticipates the Consultant will provide the following minimum services. The Consultant’s Proposal shall identify additional tasks where appropriate. The Consultant shall develop a Scope of Work for the recommended tasks as part of their Proposal.

1. Review data collected by City of Madison and recommend, or procure additional data, if necessary.

The following data can be obtained through existing City contracts. The Consultant shall coordinate procurement of this data with the Project Manager. Costs for procuring this data does not need to be included in the Scope of Services.

Boring and soils data

Utility line openings

Archaeological reviews and reports

Sediment analysis

Topo survey data (separate from critical elevation survey or relocation map survey)

Appraisals necessary for relocation orders

Data needs other than those listed above shall be included in the Scope of Services and paid for as part of the project completion.

2. Evaluate the proposed greenway utilizing the existing computer model.

The City has an existing watershed model that includes this greenway system from the Stricker’s/Mendota Watershed Study. The model was created in XP-SWMM 1D/2D v2019.1.2.

The Consultant is expected to incorporate their design into the model to analyze changes in flooding.

A conceptual design will be a deliverable of the watershed study (cross section, modified culvert inverts etc). It is not yet finalized. This information is anticipated to be ready to provide to the Consultant by the time the contract is signed.

A preliminary look at greenway solutions via the watershed study is provided in detail via Exhibit

4. The “Mendota Greenway Overall Analysis Process_2020-08-12reduced.pdf” summarizes the scenarios the watershed study consultant has completed for this greenway system. The Consultant shall begin their design process for this RFP with the base assumptions in scenario 5A.

The overall takeaways from the analysis are following (please see “Mendota Greenway Overall Analysis Process_2020-08-12reduced.pdf” for more detail, and note these numbers are subject to be changed, and are provided here to help with relative project scoping):

Flows shown in scenario 5A need to be conveyed during the 100-year. This includes additional flow from the existing solutions model to account for upstream fixes that move flows downstream.

o Includes increased inflow from Skyview Pond and Julia Street improvements o Includes 0.6% slope outflow pipe from Tiedeman Pond o Eliminates inlet capacity restrictions

A typical cross section, described below, was able to convey the anticipated flows with culvert modifications and fit fairly well within City property. There were ~4 property boundaries crossed with the standard section, see pdf. The geometry of the cross section is:

o 2’ deep with an 8’ wide bottom, o 4:1 slopes up to a floodplain 1’ higher o 12’ wide floodplains on either side o Floodplain connects at a 4:1 to existing ground

The culvert under University Ave needs to be lowered, or a >84” culvert added alongside may provide the necessary conveyance. The Consultant is allowed to modify any of the culvert crossings, however, the Consultant shall investigate the feasibility of alternative options, such as adding additional culverts, as a preferred option.

Expanding Grassman Pond is not part of the scope, as there isn’t a large cost benefit to doing so.

The Stricker’s/Mendota Watershed Study also recommends additional flood reduction solutions upstream of the greenway. These solutions will not be designed or implemented until after this project is complete. The Consultant shall assume that any upstream solutions will not decrease the conveyance needs of the channel.

The Stricker’s/Mendota Watershed Study used LiDAR data to approximate critical elevations. The Consultant shall identify any critical elevations that would result in structure flooding, and complete survey on private property to verity the critical elevations. The Consultant shall coordinate with the City on where survey is needed. The City will coordinate with property owners to receive proper Right of Entry forms to complete the survey prior to the Consultant entering private property.

The Consultant shall utilize the existing computer model to evaluate impacts of their design on flood results for the 10- and 100-yr storm event. The Consultant shall recommend additional storm events if they deem necessary.

3. Develop sediment sampling plan in accordance with NR 347 and potential dredging plan.

Consultant shall coordinate with the WDNR to determine if NR 347 is applicable to this project and if so, develop a sediment sampling plan in accordance with NR 347. It is expected that the sediment sampling plan will identify the need and locations for soil borings/testing. The soil testing is to be done by the City’s testing consultant. Soil exploration is to be coordinated by the Consultant, but billed directly to City by testing firm.

If the proposed design includes dredging, the Consultant shall complete a dredging, dewatering, and spoils management plan as part of the project design. The Consultant shall coordinate with the City Project Manager on determining a spoils disposal location.

4. Develop permit applications and supporting documents.

The Consultant shall identify the necessary permits, develop applications and supporting documents, submit documents, confirm permits have been received, and facilitate City payment of permits.

Because a portion of the greenway is within the 0.2% chance floodplain, Consultant shall comment on FEMA remapping activities that may be required, and if required, provide the appropriate scope and cost.

5. Conduct public outreach activities.

The residents in the neighborhoods adjacent to the greenway are active. The City has a robust public outreach approach. The Consultant is expected to lead the public outreach activities while following established City processes.

The City expects at least two (2) Public Information Meetings to occur during the project. The Consultant shall recommend the appropriate number of public information meetings, provide meeting materials, conduct meetings, and document public questions.

Stakeholder meetings may also be appropriate for this project. The Consultant shall recommend the appropriate number of stakeholders and stakeholder meetings and facilitate meetings.

Additional public outreach could include website maintenance and/or responding to project-related email communication.

6. Develop construction drawings and specifications for 30%, 60%, 90%, and Final Design review.

The Consultant shall provide recommendations to the City on what sheets and specifications should be included during each review. The design shall at a minimum:

Avoid utility conflicts where possible. Where not possible, Consultant shall work with the City to identify utilities in conflict and the feasibility of relocating. Consultant shall lead the coordination with the appropriate utility companies and/or the City.

Identify impacts on other stakeholders and coordinate with Dane County for any impacts on University Ave, with MMSD for any sanitary impacts on their mains, and any other stakeholders including other City agencies, or other public agencies.

Utilize environmentally sensitive design techniques.

Show disturbance limits, channel cross sections and profiles, provide plan and profile and pipe chart information for any storm and or sanitary sewer relocations or installations

Show tree removal and provide direction as to who will mark them for removal/saving.

For trees to be removed close to the property line, Consultant shall field verify that those trees are on City property.

Minimize wetland mitigation credits needed.

Provide maintenance access.

Contain an erosion control plan (for both WDNR and City of Madison).

Identify Permanent Limited Easements (PLEs), Temporary Limited Easements (TLEs), and upon confirmation of the needs with City Engineering staff, prepare the Relocation Order Maps (ROs) of the acquisitions necessary for construction and/or maintenance of the Greenway, or for conveyance of 1% storms outside of City property The Relocation Order Maps shall be completed and ready for introduction to the Common Council at least eight months prior to the bidding of the project. For a general outline of the City acquisition process after the Relocation Order Maps have been completed, please see Exhibit 2—Typical Right of Way Acquisition Schedule.

Include a restoration plan for the greenway that utilizes native plants and trees.

Please note, the City has Final Design review. The Final construction drawings and specifications are reviewed by the City Engineer and other City staff upon completion.

Requested changes shall be incorporated in time to post the documents for bidding. The final construction plan and specifications routing sheet is attached as Exhibit 3—Example Routing Sheet.

Prior to bidding, the bid documents shall be approved by the Board of Public Works and Common Council. Because the Board of Public Works meetings are held at set times, the Consultant shall provide a tentative delivery date for final design documents with the RFP and shall refine this collaboratively, as necessary, with the City to incorporate the appropriate approval and bidding timeframes.

There are several culvert crossings in the greenway. Preliminary model results show that these may need to be modified or reconstructed as part of the project (see more detailed information in

2.2 Project Tasks #2). The designs shall follow all standard specifications and standards for the City of Madison and WisDOT, where appropriate.

7. Develop Opinion of Probable cost for 60%, 90%, and Final Design.

8. Potentially Develop Phased Bidding Packages.

Depending on overall project costs, the greenway reconstruction may need to take place in phases. The Consultant shall coordinate proposed funding with the City to determine reconstruction phasing. If necessary, Consultant shall prepare multiple contracts and plan sets based on final project phasing. Phasing shall be determined by the City upon review of the 30% design estimate.

9. Provide support services during bidding.

Prepare addenda to contract and answer questions during bidding, attend the preconstruction meeting(s), and review shop drawings.

10. Explore grant funding.

Consultant shall look for applicable grants to fund the construction of the project. If grant programs are applicable, Consultant will complete the grant applications and supporting documents.

11. Project management.

The Consultant shall perform necessary project management tasks to complete project.

Minimum tasks expected include:

Attending project meetings and taking meeting minutes

Providing a schedule and monthly schedule updates

2.3 Roles and Responsibilities

Responsibilities of the City of Madison

1. The City of Madison Engineering Division will provide the following data as described in Exhibit 4—Data provided by City

a. XP-SWMM 1D/2D Stricker’s/Mendota Watershed Study model

b. Stricker’s/Mendota Existing Conditions Report and Preliminary Solutions

c. Topographic survey data

d. Exterior property boundary of the Greenway as part of the topographic survey data

e. Tree quality assessment data that can be linked to the survey and tree desirability criteria

f. Wetland delineation (report pending)

g. Historic greenway data –available construction plans

h. Storm structure and pipe data

i. DEM & Contours

j. Historic flooding data

2. The City will coordinate public outreach meeting space (virtual or in-person), mail meeting notifications to residents, prepare and submit press releases, and update project website for meetings.

3. The City will pay permit application fees.

4. The City will provide the bidding contract template and City standard specifications for Consultant use.

5. The City will post the bidding contract, construction plans, and specifications for bidding and notify potential bidders.

6. The City shall provide the necessary land title reports and additional survey information that may be necessary, if any, to complete the Relocation Order Maps setting forth the acquisition of land interests required for the project. The City shall pay for appraisals associated with Relocation Orders.

7. The City will provide guidance where identified in the Tree Quality Criteria on which trees to remove.

8. The City will coordinate with property owners to receive proper Right of Entry forms to complete the critical elevation survey prior to the Consultant entering private property.

Responsibilities of the Consultant

The Consultant shall be responsible for the following:

1. Provide items identified in the final Scope of Work.

2. Provide a detailed schedule and project updates on a monthly basis, including development of milestones.

3. Prepare minutes for all meetings. Draft meeting minutes shall be provided in digital format to the

City within 3 days for review and comment by staff. Provide a line item in the proposed Scope of Services for the unit cost of additional meetings with City staff.

4. Provide all necessary materials, prepare presentations, compile and document comments from the public for public outreach efforts.

5. Develop all necessary permit applications and supporting documents and notify City of cost of permits for City payment.

6. Complete critical elevation survey to get accurate design constraints for which flood elevations would cause structure flooding. The Consultant shall provide locations that need survey and the City shall coordinate retrieving the Right of Entry forms for the Consultant to complete the survey.

7. Consultant shall prepare Relocation Order Map(s), in accordance with WI ss32.05(1)(a), sufficient to support appraisals of parcels to be acquired and for filing with Dane County Clerk. Relocation Order Maps shall accurately show all buildings and all other improvements lying within 20 feet of the proposed acquisition area as provided per the topographic survey from the City. An electronic file of the existing topographic mapping with existing boundaries of the greenway shall be provided by the City upon the award of the contract. The consultant shall use this information to complete the mapping herein. The Relocation Order Map shall contain a Schedule of Lands and

Interests shown on the map. The Schedule shall identify the current legal Owner, the type and area of the interests to be acquired for each parcel. See the Relocation Order Map example attached hereto as Exhibit 5. For purposes of this RFP, the Consultant shall assume 5 acquisition areas will be required for this project. The Consultant shall provide a cost per acquisition area.

8. Consultant shall submit a final draft version of the final Relocation Order Map(s) and legal descriptions to the City for review a minimum of 7 days prior to the anticipated delivery date for the final product. City will provide comments in writing within 3 days and Consultant shall make all necessary revisions.

9. Consultant shall, upon the City of Madison Common Council adoption of the Relocation Order, stake in the field with lath, marking the land interest areas for use by the City of Madison contracted Appraiser.

10. Develop grant applications in coordination with the City.

11. Provide construction drawings in Civil3D and pdf format. Provide construction specifications in

Microsoft Word and pdf format, and consistent with City standard formatting. Multiple bid packages will be likely to accommodate project phasing.

12. Provide all AutoCAD files used to create the design and associated plan set.

13. Provide revised model files, including an updated XP-TIN for the surface, updated to include final design. Provide any design files to the City.

14. Develop addenda, if necessary, for changes to construction plans or specifications during the bidding process.

15. The Consultant will coordinate utility relocation with permission from the City.

3 SCHEDULE AND SUBMISSION CONTENT

3.1 Timeline

TIMELINE

RFP released August 14, 2020

Submission deadline September 11, 2020

Selection of Consultant(s) September 23, 2020

Anticipated Project Start/Project Kick off Meeting October 12, 2020

Anticipated Project Completion November 22, 2021

3.2 Submission Contents

There are no page limits for the Proposal submission. Please keep responses clear and concise.

Below is a list of items required in each submittal section:

1. Cover Letter

a. Lead Consultant name and mailing address

b. Contact person’s name, title, phone number, and email address

c. Signature of the individual(s) authorized to negotiate and bind the Consultant contractually

2. Introduction

a. Describe the Team’s understanding of the unique conditions of the greenway system, challenges of the design/reconstruction, and discuss ideas for creative restoration options that could be applied to this project

3. Project Approach

a. Provide a Scope of Services based on the RFP

b. Where appropriate, provide additional information describing Team’s recommendations for design of this project

4. Team Composition, Performance, and Key Personnel

a. Summarize the Consultant Team’s background and focus.

b. Provide a Team organizational chart that identifies a project manager and the relationship among consulting team members, including sub-consultants.

c. Briefly summarize the Key Personnel’s role for this project.

5. Relevant Project Experience

a. Provide up to 3 relevant projects, including Client and Project information, Team’s responsibility in the projects, the challenges presented by each project, and the final results. Include which Key Personnel were involved.

b. Limit project examples to those completed within the last 10 years.

c. List the project year(s), Key Personnel, and Client contact person and telephone number for each.

6. Schedule, Level of Effort, and Costs

a. Include schedule for completion by Task.

b. Provide information showing Team can meet schedule outlined in this RFP. For example, include percent availability for Key Personnel.

c. Prepare Cost Proposal and include with submittal.

Costs to include:

i. List proposed costs by proposed Scope of Work Tasks

ii. Provide a total not-to exceed dollar value for any reimbursable expenses associated with each individual task, including the type of expense, such as mileage, printing expenses, etc.

d. Provide detailed project budget, estimated hours by position title per task, and billing rates for all personnel to be assigned to the project.

e. In separate table, list cost per meeting and number of assumed meetings. Meetings expected include, at a minimum, a Kick-off meeting, Public Information Meetings, and Coordination meetings.

f. Due to COVID-19, anticipate all meetings will be held virtually.

7. Attachments/Appendices

a. Resumes (suggested length: 2 pages maximum per resume)

b. References: Provide three references for the Consultant team. Include the reference contact's name, address, phone number and relationship to the firm/team.

c. Additional Tasks or Services: Consultants may offer suggestions for additional tasks to be conducted during the project. Provide a summary of the tasks that were not identified in the provide Scope of Work, along with a separate line item with costs for those services they wish the City to consider.

d. Comments on Contract Standard Terms and Conditions: The entity that would enter into the contract with the City for the RFP will need to be able to meet the City’s Standard Terms and Conditions or be able to come to a mutual agreement with the City on the Standard Terms and Conditions. If they are not able to meet those conditions it may impact the City’s selection. Firms should acknowledge if they are able to meet the City’s Standard Terms and Conditions or if they have had experience with successfully negotiating mutually agreeable exceptions to the City’s standard language.

3.3 Submittal Details

Submit Proposal via email by 4:00 p.m. on September 11, 2020:

City of Madison Engineering Division Mendota Grassman Greenway Flood Mitigation and Restoration Design Attn: Jojo O’Brien jobrien@cityofmadison.com

Complete submittals shall consist of one (1) electronic copy in pdf format containing the entire response.

Incomplete submittals shall not be considered.

4 EVALUATION OF PROPOSALS

Responses to this RFP will be reviewed by a Selection Committee chosen by the City Engineer based on the appropriateness of the Proposal, budget, and ability to meet the proposed timeline.

If necessary, the City Selection Committee may elect to interview a subset of respondents to this RFP to better understand differing proposed approaches to the projects. Each interview will be scheduled by the City following submission of all Proposals. The City reserves the right to interview any subset of respondents the Selection Committee chooses for further review.

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EXHIBIT 1

f:\recommon\masters\condemnation\acquisition checklist and scheduling\typical right of way acquisition schedule.docx

Department of Planning & Community & Economic Development

Economic Development Division Matthew B. Mikolajewski, Director P.O. Box 2983 Madison, Wisconsin 53701-2983 Phone: (608) 266-4222 Fax: (608) 261-6126 www.cityofmadison.com

Typical Right of Way Acquisition Schedule

Planning Phase:

Engineering notifies Office of Real Estate Services (“ORES”) of pending project(s). ORES works the projects into the overall work schedule. ORES notifies Engineering of any significant scheduling conflicts.

Acquisition Phase:

Engineering hires a surveyor (or provides in-house surveying) to draft the plat map to accompany the Relocation Order, and drafts the resolution to be introduced to the Common Council for the approval of the Relocation Order. Upon adoption of the resolution by council; ORES initiates acquisition process, as follows:

1. Request for appraisal bids or proposals (14 days*) *requests may occur ahead of council approval, but no work may commence until after council approval of the Relocation Order.

*if the project is large, a Purchases of Services contract will need to be routed for signature and approval will take longer.

2. Appraisal bids reviewed and bid approved (2 days)

3. Introduction letters sent to all affect landowners (2 days)

The letter notifies the property owners that staking of the acquisition areas will occur in the near future, followed by a call from the appraiser to set the appraisal inspection appointment.

4. Appraisal inspections and appraisal reports written (45-60 days*) *if the project is large, this could take longer. For small projects, turnaround time could be 30 days)

5. Appraisals reviewed and offers approved (10 days*) *for large projects with multiple property owners, review will be longer than 10 days.

6. Written offer and copy of appraisal provided to owner (5 days)

7. Statutory owner appraisal period & negotiation (60 days)

8. Review of owner’s appraisal & negotiation (15 days)

9. Lis Pendens, Jurisdictional Offer and Final Award of Compensation period (30-40 days)

Estimated time required: Approximately 26 - 29 weeks or 6.5 - 7.5 Months*

*This is an approximate time frame that does not include any unforeseen engineering changes, ownership changes, site contamination, or title issues discovered during the acquisition process. Real Estate requests a minimum 8-month time frame for acquisition projects; this is from the time of the Relocation Order adoption, to the time of right-of-way clearing (acquisition closing). This approximate schedule does not include business or residential relocations; which can take up to a year or longer, depending upon the complexity. These time periods are also established by Wis. Statutes. Please refer to the “Rights of Landowners” brochure, under Wis Stat. 32.05.

The acquisition process is also determined by requirements of the Federal Uniform Relocation Act. The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 (Uniform Act). The State of Wisconsin has also adopted the “before and after” valuation scenario to estimate just compensation due to property owners, in which the property is appraised to determine its fair market value both before the project, and after. The difference in the “before and after” values is the amount of compensation to be negotiated.

Office of Real Estate Services http://www.cityofmadison.com/ enjo

EXHIBIT 2

CHECKLIST FOR PUBLIC WORKS PLANS Project Number:

Project Name: Date:

Project Engineer: Contracts:

Project Limits: Start Date:

Storm Designer: Traffic Control Designer: Traffic Signal Designer:

Forestry Staff: Pavement Marking Designer: Street Lighting Desinger

Sanitary Designer: Water Utility Designer Erosion Control Inspector

Pavement marking Pavement markings Pavement marking No pavement in bid document by TE Contract by City Crews markings

Permit Required Date Submitted Permit Required Date Submitted

City of Madison Erosion Control Town ROW Excavation

WDNR ‐ WRAPP Army Corps of Engineers

Dane County Erosion Control Dane Co ROW Excavation

WDNR ‐ Sanitary Sewer Extension DOT ROW Excavation

WDNR ‐ Chapter 30 Erosion Control (Other Municipality)

WDNR ‐ Wetland WDNR ‐ Dewatering

WDNR/Army Corps Invited to PreCon Sanitary Discharge

Permit Comments:

Fries/Schmidt Permits Listed Are Correct Fries/Schmidt OK to proceed to bidding

Public Easements: Private Easments Private Right of Entry enjo

EXHIBIT 3

CHECKLIST FOR PUBLIC WORK PLANS PROJECT NUMBER:

Project Name: Date:

Project Engineer: Contract:

Private Project Checklist (initial when complete or mark "N/A" if not applicable)

Lead Project Engineer Truck turning radii have been checked on all collector and arterial intersections

Soil borings are included in the contract

Limits of work have been checked and compared: street plan vs. various utility plans

Traffic control specification reflects utility extensions into bordering streets

Inlets coordinated with all low points

Project coordinated with utilities

Project coordinated with Madison Water Utility

Review the impact of construction on each individual tree

Notify residents whose trees are impacted by construction

Proposal excel file has been checked for formulas, rounding consistency with printed contract for all bid items

Pavement marking coordinated with City Traffic Engineering

Plan format PDF by MicroStation Hard Copy

Section Corners, Property Irons, and Control Points on plans and on proposal page

Notify County Surveyor if section corner is on plan (Dan Frick)

Authorized to Bid (approved plans by BPW & CC); Estimated cost:

Attach Public Involvement Plan

Attach Engineer’s construction schedule

Coordinated Metro Bus Pads and/or route conflicts

“Maintenance Required” tab in Projects Checklist completed.

Utility Checklist complete (OK to bid)

Forestry Review impact of construction on trees w/ Forestry Division (initial by Forestry or attach email)

Storm Designer Storm design coordinated with utilities

Storm designer walked the project site

Operations staff has been notified of CIP lining

Street Desinger Street designer walked the project site

Intersection Sight Distance reviewed –Horizontal and Vertical

Sanitary Designer Sanitary designer walked the project site

Operations staff has been notified of CIP lining

Fries/Schmidt WRAPP Erosion Control Permit and/or any other necessary WDNR permits

M. Moder Sanitary Sewer plan and spec QA/QC

Fries/Schmidt Storm Sewer plan and spec QA/QC

Plan reviewed by Storm Section for proper drainage at traffic calming features

Bachmann Street plan and spec QA/QC

Construction General QA/QC (not required for all projects)

Bachmann/Phillips Traffic control spec has been reviewed

Danner‐Rivers Account numbers checked; Budget OK

Bemis Environmental

Site has been reviewed for potential soil contamination, samples have been analyzed and disposal contingency included in contract.

Troester/Stanley Private contract QA (Private Contracts only)

Email pdf of plan(s) (formatted from Microstation) to Admin Clerk.

Robert F. Phillips, P.E., City Engineer

Updated 1/22/2020 1/4

Exhibit 4—Data Provided by City

City of Madison GIS and Related Data for the Mendota Grassman Greenway Reconstruction

The following data are provided to the consultants for use in responding to the RFPs and developing watershed models under contract with the City. The consultant shall not use these data for any other purpose or share this data with anyone else.

The available data is not a…