CITY OF SUN PRAIRIE

REQUEST FOR QUALIFICATIONS

RFQ# 23-WW40

Design of Biosolids Handling Upgrade

Date Issued: Thursday, December 14, 2023

SUBMIT RFQ TO

purchase@cityofsunprairie.com

SUBMISSION DEADLINE

Friday, January 19, 2024, 12:00 PM

TABLE OF CONTENT

I. NOTICE TO PROPOSERS

A. Summary

B. Important Dates

C. How to Submit a Proposal

D. Contact Information

E. Inquiries, Clarification & Exceptions

F. Addenda

G. Bid Distribution Networks

H. Local Vendor Preference

I. Oral Presentations/Site Visits/Meetings

J. Acceptance/Rejection/Withdrawal of Proposals

K. Public Record Law Compliance

L. Public Records Notice

M. Tax Exempt

N. Cooperative Purchasing

O. Terms of Contract

P. Cancellation/Termination of Contract

Q. Evaluation Process and Scoring

R. Insurance and Indemnification Requirements

II. DESCRIPTION OF RFQ

III. REQUIRED INFORMATION

I. NOTICE TO PROPOSERS

A. Summary The City of Sun Prairie department of Wastewater is soliciting proposals from qualified vendors for the Design of Biosolids Handling Upgrade. Vendors submitting proposals are required to read this Request for Qualifications “RFQ” in its entirety and follow the instructions contained herein.

B. Important Dates Deliver proposals no later than the due time and date indicated below. The City will reject late proposals:

Issue Date: Thursday, December 14, 2023 *Site Walk-through: Thursday, December 21, 2023, 10:00 AM CST

Questions Issue Date: Friday, December 29, 2023 Answers Posted Date: Friday, January 5, 2024 Due Date: Friday, January 19, 2024, 12:00 PM CST

*Site Walk-through: An optional site walk-through will be conducted on Thursday, December 21, 2023 at 10:00 AM CST. Please meet at the Admin Building of the project site at 3040 Bailey Road, Sun Prairie, WI 53590.

C. How to Submit a Proposal Submit all required documentation in an email attachment. Each attachment should be clearly marked as to its contents.

Electronic Proposal: One Copy Signature Affidavit (Form A): One Copy Receipt of Forms (Form B): One Copy Vendor Profile and Qualifications (Form C): One Copy Sustainability Questionnaire (Form D): One Copy

All proposals must be clearly labeled:

Proposer’s Name and Address

RFQ #: 23-WW40

Title: Design of Biosolids Handling Upgrade Due: Friday, January 19, 2024, 12:00 PM CST

All proposal costs are the expense of the proposer. The City 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 the proposal and Forms A through D to City of Sun Prairie Finance Department by Friday, January 19, 2024, 12:00 PM CST.

Proposals must be submitted via email to purchase@cityofsunprairie.com.

All email correspondence must include the RFQ # in the subject line.

Proposals must be delivered as instructed. Deliveries to other City departments and/or locations may result in disqualification.

D. Contact Information The City of Sun Prairie Wastewater is the procuring agency:

Jeremy Cramer - Wastewater Conveyance and Treatment Director City of Sun Prairie Wastewater 300 E Main St Sun Prairie, WI. 53590 Phone: 608-837-6292 jcramer@cityofsunprairie.com

E. Inquiries, Clarification & Exceptions Proposers are to raise any questions they have about the RFQ document without delay.

Direct all questions, in writing, to the department contact listed above in section D.

Proposers finding any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFQ document shall immediately notify the buyer and request clarification.

In the event that it is necessary to provide additional clarification or revision to the RFQ, the City will post an addenda – see Addenda below. 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, the City of Sun Prairie reserves the right to disqualify any and all bids submitted which include exceptions if deemed not in the City’s best interests.

F. Addenda In the event that it is necessary to provide additional clarification or revision to the RFQ, the City will post addenda to the same websites as the original distribution – see G below. 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 The City of Sun Prairie posts all Request for Proposals, addenda, tabulations, awards and related announcements on two distribution networks – VendorNet and DemandStar. The aforementioned documents are available exclusively from these websites. It is the 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 City proposers.

mailto:purchase@cityofsunprairie.com mailto:USERNAME@cityofsunprairie.com o VendorNet System: State of Wisconsin and local agencies bid network. Registration is free.

Home Page: http://vendornet.state.wi.us/vendornet o 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.cityofsunprairie.com/504/Bid-Opportunities

H. Local Vendor Preference The City of Sun Prairie has included a local vendor preference granting a scoring preference to local suppliers. The “local area” is defined as a physical address where the entity does business within the City of Sun Prairie. United States Post Office boxes or other private postal boxes are insufficient to satisfy the requirements of this section.

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 City staff. If it is determined by City staff 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 City locations or make their facilities available for a site inspection as part of this RFQ process. Such presentations, meetings or site visits will be at the proposer’s expense.

J. Acceptance/Rejection/Withdrawal 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).

K. Public Record Law Compliance It is the intention of City to maintain an open and public process in the solicitation, submission, review, and approval of contracts.

a. The parties acknowledge that City 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 http://vendornet.state.wi.us/vendornet http://www.demandstar.com http://www.onvia.com/WAPP http://www.cityofsunprairie.com/504/Bid-Opportunities 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 City, in their original (i.e., electronic or digital, etc.) format at actual cost of reproduction, without profit. According to Wisconsin caselaw, 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 City, its agents, officials and employees harmless and to indemnify them and City 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 City 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 City shall immediately be reported to the City Administrator.

L. Public Records Notice Proposers are hereby notified that all information submitted in response to this RFQ 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 Statues – 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.

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

To the extent permitted by such laws, it is the intention of the City to withhold the contents of proposals from public view – until 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.

M. Tax Exempt The City of Sun Prairie as a municipality is exempt from payment of federal excise taxes and State of Wisconsin taxes per Wisconsin statue 77.54(9a). Federal Tax ID #39-6006382. 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 42322.

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. The City is not responsible for any contract resulting from a cooperative purchase using this RFQ 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 one (1) year period to commence on: Wednesday, February 7, 2024, ending on Friday, February 7, 2025.

2. Option to Extend – The City of Sun Prairie reserves the right to extend the contract for one (1) additional year period, 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. The City of Sun Prairie 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 http://www.bls.gov/cpi/news.htm the contractor and the City. 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.

P. Cancellation/Termination of Contract The City of Sun Prairie may terminate the contract at any time at its sole discretion by delivering 30 days written notice to the contractor. Upon termination, the City’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 City. In the event that the contractor terminates the contract, for any reason whatsoever, it will refund to the City within 30 days of said termination, all payments made hereunder by the City to the contractor for work not completed or not accepted by the City. Such termination will require written notice to that effect to be delivered by the contractor to the City not less than 30 days prior to said termination.

Q. Evaluation Process and Scoring

Evaluation Team The RFQ will be reviewed by the Evaluation Team. Evaluation team consists of at least five to seven members. At least one member from each of the following departments: Department that initiated the RFQ, reporting committee (Public Works), Engineering Department, Planning Department, and the Finance Department. All proposals will be scored individually.

The staff member from the Finance Department will oversee the evaluation process to ensure fairness within the process. This process may take a few hours or a few days, depending on the number and length of proposals and the availability of those on the evaluation panel.

Participant Selection

1. Maintaining the integrity of the RFQ process is of paramount importance for the City of Sun Prairie. To this end, do not contact any member of the staff regarding the subject matter of this RFQ until a selection is made, other than the City ’s designated contact person identified in the introduction to this RFQ. Failure to abide by this requirement shall be grounds for disqualification from this selection process.

2. The Owner will establish an RFQ Evaluation Team to review and evaluate the submittals.

The RFQ Evaluation Team will evaluate the submittals independently in accordance with the published evaluation criteria. The City of Sun Prairie reserves the right to conduct interviews with a shortlist of selected respondents.

3. At its sole discretion, the Owner may ask written questions of Proposers, seek written clarification, and conduct discussions with Proposers on the submittals.

4. The Owner will provide written notification to all Short-Listed Proposers of the selection at the conclusion of the Procurement, if applicable.

5. At the Owner’s discretion, it will initiate negotiations with the Preferred Proposer. The "Preferred Proposer” is the Proposer that the Owner determines achieves the apparent best overall ranking. If the Owner is unable to execute a contract with the Preferred Proposer, negotiations with the Preferred Proposer may be terminated, and provided that such negotiations are terminated in writing, the Owner may proceed to negotiate with the next Preferred Proposer. The Owner will continue in accordance with this procedure until a contract agreement is reached or the selection process is terminated. Negotiations are at the Owner’s sole discretion.

Evaluation Selection Process

1. A weighted analysis of the evaluation criteria will be utilized to determine the Firm that represents the best value solution for the City of Sun Prairie.

2. In the evaluation and scoring/ranking of Proposers, the Owner will consider the information submitted in the RFQ as well as meetings (if applicable) , with respect to the evaluation criteria set forth in the RFQ.

3. The initial evaluation criteria/factors and relative weights listed below will be used to recommend selection of the Proposed Proposer or for the purpose of selecting Short-Listed Proposers. The City of Sun Prairie may choose to award without engaging in interview discussions.

After identification of Short-Listed Proposers, the Owner may or may not decide to invite Short-Listed firms for interviews. If interviews are scheduled with the Shortlisted Proposers, previous evaluations and rankings are not carried forward. For the purpose of selecting a Preferred Proposer, the evaluation criteria will be given the following relative weights.

Interview Criteria Weights Project Team and Availability of Resources 65% Project Experience

Quality and Relevance of Interview as it Relates to the 35% Scope of the RFQ

Evaluation Criteria and Process

Evaluations of the proposals will be based on a weighted point system as follows:

Criteria Description Point Weight 1 Qualifications of Firm 40 2 Relevant Experience of Firm 30 3 Project Team Availability 10 4 Sustainability 10

5 DBE/WBE/DVB 5

6 Local Preference 5

TOTAL 100

Definition of Major Criteria Categories:

Qualification of Firm: The evaluation is based on qualifications and competence in relation to the scope of the project, the overall approach and strategy described in the proposal and company’s capacity to perform the work within the specified timeframe, the professional qualifications of key personnel related to the work described in the scope of the project.

Relevant Experience of Firm: Evaluation is based on the history of the company, the experiences as it related to the requirements within the RFQ, evidence of past performance, quality and relevance of past work, references and related items. Wisconsin project experience is preferred and will receive higher ranking. A firm or team that can provide experience with funding of municipal projects using mechanisms such as the Clean Water Fund, federal and state grants, incentive programs, Inflation Reduction Act, including combinations of these methods will be of importance.

Project Team Availability: Evaluation is based on the firm’s ability to complete the project within the desired timeframe.

Sustainability: The City’s vision is to create and expand sustainability practices while always recognizing the interdependence of environmental quality, economic resiliency and growth, and social equity. Evaluation is based on the effect business has on the environment, society, and economy.

DBE/WBE/DVB:

DBE (Disadvantaged-Owned Business Enterprise):

At least 51 percent owned by one or more socially and economically disadvantaged individuals; and Controlled (managed and operated daily) by one or more socially and economically disadvantaged individuals.

WBE (Woman-Owned Business Enterprise):

Organized as a for-profit business, performing a commercially useful function;

At least 51 percent owned by one or more women; and Controlled (managed and operated daily) by one or more women There are no size restrictions for WBE certification

DVB (Disabled Veteran Business)

At least 51% owned, controlled, and actively managed by an identified service-disabled veteran and serve a useful business function.

The service-disabled veteran owner has demonstrated that they: 1) Have a certificate of release or discharge from active duty (Form DD214); 2) Reside in Wisconsin: and 3) Have a disability rating of at least 0% with the Department of Veteran’s Affairs or an Armed Services Branch.

Local Preference: To qualify as “local,” a business must meet at least two of three criteria:

The portion of its employees working at facilities in the City of Sun Prairie (at least 50%);

The portion of ownership vested with City of Sun Prairie residents (at least 50%); and The portion of sourcing within the City of Sun Prairie area (at least 15%).

Evaluation of Criteria

Criteria 1 and 2: Qualifications of Firm and Relevant Experience of Firm:

Evaluation team will use the evaluation scoring guide below to evaluate these two criteria.

Each criteria will have a maximum number of points assigned to it. Based upon how well the proposal addressed each criteria, the evaluation team assigns a percentage of 0% up to maximum percentage of 100% to each criteria and then multiplies the maximum points by the appropriate scoring percentage to compute the final score.

Evaluation Scoring Guide Percentage

Quality of Response

Description Strengths Relative to Requirement

Weaknesses Confidence In Proposed Approach

90-100 Excellent The proposal addresses the requirements completely, exhibits outstanding knowledge, creativity, innovation or other factors to justify this rating.

Meets requirements -numerous strengths in key areas.

None Very High

80-89 Good The proposal addresses the requirements completely and addresses some elements of the requirements in an outstanding manner

Meets requirements -some strengths in key areas

Minor - not in key areas

High

70-79 Moderate The proposal addresses most elements of the requirements.

Meets most requirements -minimal strengths provided in their response.

Moderate -does not outweigh strengths

Moderate

60-69 Marginal The proposal meets some of the RFQ requirements.

Meets some of the requirements with some clear strengths.

Exist in key areas -outweighs strengths

Low

0-59 Unacceptable The proposal meets a few to none of the RFQ requirements.

Meets a few to none of the requirements with few or no clear strengths.

Significant and numerous

No Confidence

For example:

Criteria (1) Point weight (2) Percentage (3) Final Score (2x3) Qualifications of Firm 40 80% 32 Relevant Experience of Firm 30 85% 25.5

Criteria 3: Project Team Availability:

If the entire project team has proper availability to complete the project in an approximately 11-month period (February 2024 to December 2024), the firm will receive the full 10 points.

Firm/team that cannot show full team availability to the project receives zero points.

Criteria 4: Sustainability:

The proposal should demonstrate alignment with the City’s sustainability objectives, as outlined in the Task Force on Sustainability Report (specifically, Strategic Recommendations starting on page 11). Examples include business efforts to reduce resource consumption (electricity, fuel, water, materials, food, etc.) and associated emissions, relevant commitments to sustainability initiatives or goals, and progress towards or completion of industry-standard certifications (examples include GRI, LEED, ISO14001, SASB); relative to the type of product/service being provided. The evaluation team will use the scoring guide below to assess responses, understanding that sustainability is a broad undertaking with many potential strategies and outcomes. Proposers are required to complete the Form G:

Sustainability Questionnaire and submit it with the proposal.

Sustainability Scoring Guide

Criteria Measurement Score Guidance

1. Reduction in product/service emissions, resource consumption

Absent (0), moderate (1-2), good (3-4), excellent (5-6)

0-6 Demonstrated measurable reduction in electricity, fuel, water, materials, and food consumption related to the product/service.

2. Commitments to sustainability initiatives or goals

Absent (0), good (1), excellent (2)

0-2 Business initiatives (internal and external) and goals that support the community and environment.

3. Sustainability-related certifications

Absent (0), in progress or 1 certification (1), 2+ certifications (2)

0-2 Certifications recognize pursuit of operational best practices and demonstrate alignment on shared values.

Overall Sustainability Score Absent-Excellent 0-10 Refer to provided guidelines

Criteria 5: DBE/WBE/DVB:

DBE/WBE/DVB certified Business receives full 10 points. Non-certified business receives zero points.

Criteria 6: Local Preference:

Local business receives full 5 points. Non-local business receives zero points.

https://www.cityofsunprairie.com/DocumentCenter/View/11354/Sun-Prairie-Sustainability-Report---Final-?bidId=

Award Procedure

The City of Sun Prairie reserves the right to make an award without further discussion of the submittals received. It is understood that any RFQ submitted will become part of the public record.

A submittal may be rejected if it is incomplete. The City of Sun Prairie may reject any or all submittal and may waive any immaterial deviation in a submittal.

The City of Sun Prairie may accept th e RFQ that best serves its needs, as determined by the City of Sun Prairie in their sole discretion.

More than one submittal from an individual, firm, partnership, corporation , or association under the same or different names, will not be considered.

The award document will be a Contract incorporating, by reference, all the requirements, terms and conditions of the solicitation and the selected Proposer’s RFQ as negotiated.

The City of Sun Prairie may select and enter into negotiations with the next most advantageous Proposer if negotiations with the initially chosen Proposer are not successful.

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 RFQ

SCOPE OF SERVICE

The Sun Prairie Wastewater Treatment facility is an advanced activated sludge facility with anaerobic digestion for solids stabilization, serving a population of approximately 39,000 people in the City of Sun Prairie . The current facility has a designed capa city of 4.62 million gallons/day (MGD) with screening, grit removal, primary and secondary clarification, biological activated sludge treatment, biological phosphorus removal, biological ammonia nitrogen removal, disc filter tertiary filtration for low-level phosphorus removal (combined with chemical addition of Ferric Sulfate) , ultraviolet light (UV) disinfection, and anaerobic digestion of organic solids.

The facility discharges to the Koshkonong Creek (Upper Koshkonong Creek Watershed, LR12 – Lower Rock River Basin) in Dane County, WI. The facility must maintain consistent operations to meet very strict Wisconsin Pollutant Discharge Elimination System (WPDES) Permit requirements.

biochemical oxygen demand (5 mg/L for 6 summer months, 10 mg/L for the 6 winter months), total suspended solids (10 mg/L year-round), Ammonia (1.1 mg/L for 5 months, 2.8 mg/L for 1 month, and 4.5 mg/L for 6 months) total phosphorus (0.075 mg/L year-round).

Currently, the city does not have a Total Nitrogen (TN) limit.

The city completed a facilities planning effort in 2018 to address rapid growth projections. The 2018 Facilities Plan recommended near-term liquid train improvements and identified some potential solids train improvements for future implementation , but it was understood that solids production and characteristics would be affected by the recommended liquid train improvements. The Wisconsin Department of Natural Resources (WDNR) approved the 2018 Facilities Plan. The City implemented the recommended and approved liquid train improvements in 2020 via a $20M upgrade.

Concurrent with the design of the liquid train improvements, the city produced a 2019 Facilities Plan Amendment. The WDNR approved that Amendment, which deliberately and strategically deferred further evaluation of solids train improvements until the liquid train improvements were operational and the associated solids production well understood.

With over two years of operational data following the most recent liquid train improvements it is now more understood what the solids production will look like moving forward. Pursuant to the 2019 facility plan amendment, the City produced an updated Facility Plan Amendment focusing on the solids training 2023. This Amendment evaluates the existing facilities solids train processes and strategies and evaluates alternative solids processes and strategies to address current or near-term shortcomings, targeting year 2045 for future capa city . It ultimately recommends the City implement solids train improvements that will provide a reliable, robust, and cost-effective biosolids program for current and future generations.

T he Facility annually produces roughly 5,000 wet tons of biosolids. In Year 2045, the Facility is projected to annually produce roughly 7,000 wet tons of biosolids – 40% more than today’s production rate . The 2023 Facility Plan Amendment documents an evaluation of alternatives to address both condition and capacities of the current solids train along with addressing resiliency and sustainability of the biosolids program. Based on current and future biosolids concerns, the City has chosen to move in a direction that allows for greatly reducing the volume of hauled solids while providing optimal flexibility to produce Class A biosolids.

T he 2023 Facility Plan Amendment recommends improvements integrated with the Facility’s current operations, expanding on its current processes of digestion and dewatering, including implementation of enhanced dewatering facilitating the addition of a solar biosolids drying process. New assets leverage the City’s current biogas collection and reuse strategies to implement pre-digestion processing facilitating a Class A solids program. The City anticipates funding the project through a combination of reserve funds, a low-interest loan from the Clean Water Fund, and a $3,200,000 grant for the solar dryer.

The City of Sun Prairie is seeking a qualified engineering consulting firm or team, specializing in wastewater treatment facilities and processes like biosolids handling and drying. Experience with the technologies critical to the City’s path forward is especially important. The selected firm will provide professional services facilitating the design, bidding and construction of the improvements and modifications set forward in the 2023 Facility Plan Amendment (ATTACHMENT 1).

The primary desired outcome would be the design of a biosolids handling system that:

1. Resolves the immediate need to address volume reduction of biosolids and,

2. Provides a path forward where a Class A biosolid is an option and,

3. Implements a solar dryer into the design and,

4. Provides redundancy in thickening and dewatering operations and,

5. Implements sustainability and resiliency into the design and,

6. Follows the direction laid out in the 2023 Facility Plan Amendment (ATTACHMENT 1)

Proposed Schedule The proposed schedule of the design services is to attend a Facility Plan Public Hearing in the first quarter of 2024. Complete the preliminary design and submit the 2023 Facility Plan Amendment in the second quarter of 2024, have final design completed by the end of the third quarter of 2024, submit plans and specifications to WDNR and submit CWF loan applications to WDNR in quarter 4 of 2024, with the bidding of the project in early quarter 1 of 2025. Anticipated project construction will be 2025 and 2026 with final completion in early 2027.

SUBMITTAL REQUIREMENTS AND INSTRUCTIONS

PROPOSAL FORMAT

Proposers should prepare their submittal i n accordance with the instructions outlined in this section. The submittal should be one (1) complete document. The submittal should be prepared as simply as possible and provide a straightforward, concise description of the Proposer’s capabilities to satisfy the requirements of the RFQ.

Attention should be given to accuracy, completeness, and clarity of content. All parts, pages, figures, or tables should be numbered and clearly labeled. Response information should be limited to pertinent information only. Marketing and sales type information is not to be included.

The total length of the submittal, excluding cover letter, should be no more than 20 single sided pages.

Submittals should be on 8 5” x 11" paper with an 11-point minimum text size.

Key personnel resumes may also be provided as an appendix to the document and will not count against the page limit. Covers, section tabs, and the required forms, do not count against the page limit.

The submittal should be organized into the following sections:

Section A - Cover Letter Section B - Experience Section C - Project Team including any Subcontractors Section D - Project Team Availability Section E - Project Approach and Methodology Section F - History of Similar Projects

SECTION A - COVER LETTER

Provide the following information about your company. The cover letter shall briefly introduce your firm, office location where work will be performed, principal in charge as well as:

Company Name and DBA (if applicable) Address Telephone Number Website Address

Name of Single Point of Contact Title Telephone Number Email Address

Name of Person with Binding Authority Title Address Telephone Number Email Address

The firm’s Wisconsin Engineering License

SECTION B - EXPERIENCE

Provide a representative summary of your firm’s specialized experience or expertise as it relates to providing wastewater engineering services as mentioned in the engineering scope above. Reference recent experience with project costs and schedules as well as past performance on similar assignments.

Experience with funding of municipal projects using mechanisms such as the Clean Water Fund, federal and state grants, incentive programs, including combinations of these methods will be of importance.

Include state of Wisconsin experience in the design and construction of:

Biosolids handling systems that include Class A biosolids Biosolids conveyance systems, and Solar biosolids drying systems

SECTION C - PROJECT TEAM

Provide a detailed organization chart that presents the team to be dedicated to these services. This should include the project manager, engineers, and other supporting staff to be used in completion of the work.

Information to be included in this section shall include:

Professional, relevant qualifications for up to five (5) projects, including which projects listed under the "History of Similar Projects” section of the response, the project team individual(s) had a significant role;

The specific experience the proposed program manager has in managing related or similar programs;

Office location and number of years the employee has worked with their current firm;

List of any proposed subcontractors Available time (in percent) that each team member may commit to these services.

SECTION D - PROJECT TEAM AVAILABILITY

Provide a brief description of the availability of all team members. The completion goal for this project is December of 2024 (final design and submittal of all plans and specs and applications to WDNR). There is also preference to have a WDNR submittal as early as June of 2024.

SECTION E - PROJECT APPROACH AND METHODOLOGY

Provide a brief summary explaining how projects will be approached and delivered.

SECTION F - HISTORY OF SIMILAR PROJECTS

Provide a minimum of five (5) representative projects including the following information for each project (Wisconsin projects will be of importance):

Owner’s name;

Owner’s contact person name, address, telephone number, and email address;

Title and Description of the project;

Description of the services provided;

Engineer’s estimate of probable construction cost versus actual construction cost;

Estimated construction schedule versus actual completion;

Change order history including reasons for any increase or decrease in the contract cost and duration Date of project

III. REQUIRED INFORMATION

A. Vendor’s Proposal

B. Signature Affidavit (Form A)

C. Receipt of Forms and Submittal Checklist (Form B)

D. Contractor Profile (Form C)

E. Sustainability Questionnaire (Form D)