RFB 14080-0-2025-BG.pdf

CITY OF MADISON

REQUEST FOR BIDS

RFB #: 14080-0-2025-BG

Title: Streets East Facility Boiler Replacement

City Agency: Engineering

Due Date: Monday, October 27th, 2025

2:00 PM CST

REQUEST FOR BIDS RFB # 14080-0-2025-BG

Page i

Table of Contents

1 NOTICE TO BIDDERS

1.1 Summary

1.2 Important Dates

1.3 Format

1.4 Labeling

1.5 Delivery of Bids

1.6 Appendix A: Standard Terms & Conditions

1.7 Appendix B: Sample Contract for Purchase of Services

1.8 Affirmative Action Notice

1.9 Multiple Bids

1.10 City of Madison Contact Information

1.11 Inquiries and Clarifications

1.12 Addenda

1.13 Bid Distribution Networks

1.14 Local Vendor Preference

1.15 Oral Presentations/Site Visits/Meetings

1.16 Acceptance/Rejection of Bids

1.17 Withdrawal or Revision of Bids

1.18 Non-Material and Material Variances

1.19 Public Records

1.20 Usage Reports

1.21 Partial Award

1.22 Tax Exempt

1.23 Cooperative Purchasing

1.24 Bidders Responsibility

2 DESCRIPTION OF SERVICES/COMMODITIES

2.1 Text ..................................................................................... Error! Bookmark not defined.

2.2 Text ..................................................................................... Error! Bookmark not defined.

3 REQUIRED INFORMATION AND CONTENT OF BIDS

3.1 Text ..................................................................................... Error! Bookmark not defined.

3.2 Text ..................................................................................... Error! Bookmark not defined.

Form A: Signature Affidavit Form B: Receipt of Forms and Submittal Checklist Form C: Vendor Profile Form D: Cost Proposal Form E: References Attachment A: Specifications Attachment B: Plans Appendix A: Standard Terms & Conditions (For submission of bids/in the absence of signed contract) Appendix B: Sample Contract for Purchase of Services

1 NOTICE TO BIDDERS

1.1 Summary

The City of Madison Engineering (“City”) is soliciting Bids from qualified vendors for Streets East Facility Boiler Replacement. Vendors submitting Bids (“Bidders”) are required to read this Request for Bids (“RFB”) in its entirety and follow the instructions contained herein.

1.2 Important Dates

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

Issue Date: Thursday, October 9th, 2025 Questions Due Date: Wednesday, October 22nd, 2025

Answers Posted Date: Thursday, October 23rd, 2025 Due Date: Monday, October 27th, 2025, 2:00 PM CST

Site Visit 4602 Sycamore Avenue, Madison, WI 53704 Tuesday, October 14th, 2025 @ 11 am CST and Wednesday, October 22nd, 2025 1 pm CST

1.3 Format

The City will not consider illegible Bids.

Elaborate Bids (i.e., expensive artwork) beyond that sufficient to present a complete and effective Bid, are not necessary or desired.

The City is requesting bids in the following format: electronic. Electronic versions less than 20MB should be emailed to the address in section 1.5.

Complete and return Forms A through E to City of Madison Purchasing Services by Monday, October 27th, 2025, 2:00 PM CST.

1.4 Labeling

All Bids must be clearly labeled:

Bidder’s Name and Address

RFB #: 14080-0-2025-BG

Title: Streets East Facility Boiler Replacement Due: Monday, October 27th, 2025, 2:00 PM CST

All email correspondence must include RFB #14080-0-2025-BG in the subject line.

1.5 Delivery of Bids

Delivery of electronic copy to: via email to bids@cityofmadison.com

Bids must be delivered as instructed. Deliveries to other City departments and/or locations 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 RFB name and number. This ensures that the bid can be delivered to the correct purchasing agent without having to open the bid.

mailto:bids@cityofmadison.com

1.6 Appendix A: Standard Terms & Conditions

Bidders are responsible for reviewing Appendix A, the Standard Terms and Conditions, prior to submission of their bids. Appendix A applies to the submission of bids and in the absence of a signed contract becomes part of the contract terms. Part I of Appendix A provides legal terms relevant only to the submission of bids. Part II of Appendix A provides legal terms that would apply only in the absence of a signed contract.

1.7 Appendix B: Sample Contract for Purchase of Services

Bidders are responsible for reviewing Appendix B, Sample Contract, prior to submission of their bid. A contract in the form of Appendix B will serve as the basis of the contract resulting from this RFP. The resulting contract will control over any different legal terms in this RFP, Appendix A, the proposal, etc. By submitting a proposal, Bidders affirm their willingness to enter into a contract containing the terms found in Appendix B. While the City strives to provide the most appropriate sample contract for this RFP, the City reserves the right to modify the sample form for any resulting contract. The City does not negotiate legal terms prior to award.

1.8 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 the 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.

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, in Section 13 of Appendix B – Sample Contract for Purchase of Services.

1.9 Multiple Bids

Multiple Bids from Bidders are permitted; however, each must fully conform to the requirements for submission. Bidders must sequentially label (e.g., Bid #1, Bid #2) and separately package each Bid.

Bidders may submit alternate pricing schemes without having to submit multiple Bids.

1.10 City of Madison Contact Information

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/ 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

The City of Madison Enter the City Agency is the procuring agency:

Kay Schindel City of Madison Engineering

PH: (608) 266-4668

kschindel@cityofmadison.com

The City of Madison Purchasing Services administers the procurement function:

Brittany Garcia Purchasing Services City-County Bldg, Room 407 210 Martin Luther King, Jr. Blvd.

Madison, WI 53703-3346

PH: (608) 243-0529

bids@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 RFB will acknowledge all emails received. Bidders 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

Bidders are to raise any questions they have about the RFB document without delay. Direct all questions, in writing, to the Purchasing Services administrator listed in Section 1.10.

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

Bids 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.

1.12 Addenda

In the event that it is necessary to provide additional clarification or revision to the RFB, the City will post addenda to its Bids distribution websites – see 1.13 below. It is the Bidders responsibility to regularly monitor the websites for any such postings. Bidders must acknowledge the receipt of any addenda on Form B. Failure to retrieve addenda and include their provisions may result in disqualification.

1.13 Bid Distribution Networks

The City of Madison posts all Request for Bids, 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 Bidders responsibility to regularly monitor the bid distribution network for any such postings. Bidders failure to retrieve such addenda and incorporate their appropriate provisions in their response may result in disqualification. Both sites offer free registration to City Bidders.

mailto:bids@cityofmadison.com mailto:dcr@cityofmadison.com

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 Bids from the City of Madison 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.

Bid Opportunities: www.cityofmadison.com/finance/purchasing/bidDemandStar.cfm

Home Page: www.demandstar.com

To Register: https://www.demandstar.com/app/registration

Please note when registering: Pick the Wisconsin Association of Public Procurement (WAPP) to select all current Wisconsin government agencies.

1.14 Local Vendor Preference

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.

1.15 Oral Presentations/Site Visits/Meetings

Bidders 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 RFB process. Such presentations, meetings or site visits will be at the Bidders expense.

1.16 Acceptance/Rejection of Bids

The City reserves the right to accept or reject any or all Bids 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 Bidder responding to this request. The City expressly reserves the right to reject any and all Bids 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.

1.17 Withdrawal or Revision of Bids

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

1.18 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.

http://vendornet.state.wi.us/vendornet http://www.cityofmadison.com/finance/purchasing/bidDemandStar.cfm http://www.demandstar.com/ https://www.demandstar.com/app/registration http://www.cityofmadison.com/business/localPurchasing

1.19 Public Records

Bidders are hereby notified that all information submitted in response to this RFB 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.

Bidders 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 information, or the entire contents of any resulting contract. The City will not provide advance notice to Bidders 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 Bids from public viewuntil such times as competitive or bargaining reasons no longer require non-disclosure, in the City’s opinion. At that time, all Bids will be available for review in accordance with such laws.

1.20 Usage Reports

Annually, the successful Bidders 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, must 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.

1.21 Partial Award

Unless otherwise noted, it will be assumed that Bidders will accept an order for all or part of the items/services priced.

1.22 Tax Exempt

The City of Madison as a municipality is exempt from payment of federal excise taxes (Registration Number 008-1020421147-08) 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.

1.23 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 RFB as a basis;

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

1.24 Bidders Responsibility

Bidders shall examine this RFB 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 Bidders to fulfill the requirements of the resulting contract.

2 DESCRIPTION OF SERVICES/COMMODITIES

2.1 Description

The City of Madison Engineering Department is soliciting bids from qualified vendors for Streets East Facility Boiler Replacement. Please review Attachment A: Specifications and Attachment B: Plans.

3 REQUIRED INFORMATION AND CONTENT OF BIDS

3.1 Forms

1. Form A – Signature Affidavit

2. Form B – Receipt Forms and Submittal Checklist

3. Form C – Contractor Profile Information

4. Form D – Cost Proposal

5. Form E – References

Rev. 07/28/2016-RFB-FormA-SignatureAffidavit.doc

Form A: Signature Affidavit

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 take 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 Proposals, hereby agrees with all the terms, conditions, and specifications required by the City in this Request for Proposals, declares that the attached Proposals and pricing are 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

Rev. 07/28/2016-FormB-Receipt.doc

Form B: Receipt of Forms and Submittal Checklist

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: Cost Proposal

Form E: References

Attachment A: Specifications N/A

Attachment B: Plans N/A

Appendix A: Standard Terms & Conditions N/A

Appendix B: Contract for Purchase of Services N/A

Addendum #

Addendum #

VENDOR NAME

Rev. 07/28/2016-RFB-FormC-VendorProfile.doc

Form C: Vendor Profile

This form must be returned with your response.

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

AFFIRMATIVE ACTION CONTACT

If the selected contractor employs 15 or more employees and does aggregate annual business with the City of $50,000 or more, the contractor will be required to file an Affirmative Action Plan and comply with the City of Madison Affirmative Action Ordinance, Section 39.02(9)(e), within thirty (30) days contract signature. Vendors who believe they are exempt based on number of employees or annual aggregate business must file a request for exemption. Link to information and applicable forms:

https://www.cityofmadison.com/civil-rights/contract-compliance/vendors-suppliers

CONTACT NAME TITLE

TELEPHONE NUMBER FAX NUMBER

ORDERS/BILLING CONTACT

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

CONTACT NAME TITLE

TELEPHONE NUMBER FAX NUMBER

LOCAL VENDOR STATUS

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.

CHECK ONLY ONE:

Yes, we are a local vendor and have registered on the City of Madison website under the following category: www.cityofmadison.com/business/localPurchasing

No, we are not a local vendor or have not registered.

https://www.cityofmadison.com/civil-rights/contract-compliance/vendors-suppliers http://www.cityofmadison.com/business/localPurchasing

Rev. 07/28/2016-FormD-CostProposal.doc

Form D: Cost Proposal

Prepare the fee proposal as all inclusive, not-to-exceed, fixed fees:

• All Inclusive – Covers all direct and indirect necessary expenses including but not limited to;

travel, telephone, copying and other out-of-pocket expenses.

• Not To Exceed – The actual fees shall not exceed the amount specified in fee proposal.

• Fixed Fee – All prices, rates, fees and conditions outlined in the proposal shall remain fixed and valid for the entire length of the contract and any/all renewals.

Any pricing increases or additions must be agreed upon in writing by both parties.

Item Description Total Cost

1. Streets East Facility Boiler Replacement in conformance with the specifications described in this solicitation.

Rev. 06/21/2022-RFB-FormE-References.doc

Form E: References

Please list three references that are NOT from the City of Madison. If you wish to highlight any additional work experience for the City of Madison, please list it on a separate page.

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

COMPANY NAME CONTACT NAME

ADDRESS CITY STATE ZIP

TELEPHONE NUMBER FAX NUMBER

EMAIL

RFB-FormE-References.doc

REFERENCE #3 – CLIENT INFORMATION

COMPANY NAME CONTACT NAME

ADDRESS CITY STATE ZIP

TELEPHONE NUMBER FAX NUMBER

EMAIL

Streets East Facility Boiler Replacement

00 31 46 - Permits 00 43 25 - Substitution Request Form (During Bidding) 00 43 43 - Wage Rates Form 01 25 13 - Product Substitution Procedures 01 26 13 - Request for Information (RFI) 01 26 46 - Construction Bulletin (CB) 01 26 57 - Change Order Request (COR) 01 26 63 - Change Order (CO) 01 29 73 - Schedule of Values 01 29 76 - Progress Payment Procedures 01 31 13 - Project Coordination 01 31 19 - Project Meetings 01 31 23 - Project Management Website 01 32 16 - Construction Progress Schedules 01 32 19 - Submittals Schedule 01 33 230 - Submittals 01 45 16 - Field Quality Control Procedures 01 60 00 - Product Requirements 01 73 29 - Cutting and Patching 01 74 13 - Progress Cleaning 01 74 19 - Construction Waste Management and Disposal 01 76 00 - Protecting Installed Construction 01 77 00 - Closeout Procedures 01 78 23 - Operation and Maintenance Data 01 78 36 - Warranties 01 78 39 - As-Built Drawings 01 78 43 - Spare Parts and Extra Materials 01 79 00 - Demonstration and Training 02 41 00 - Demolition 23 05 00 - Common Work Results for HVAC 23 05 93 - Testing, Adjusting, and Balancing for HVAC 23 07 00 - HVAC Insulation 23 09 00 - Instrumentation and Control for HVAC 23 11 00 - Facility Fuel Piping 23 20 00 - HVAC Piping and Pumps 23 31 00 - HVAC Duct and Casings 23 51 23 - Gas Vents

10/8/2025

Attachment A

23 52 00 - Heating Boilers

10/8/2025

FACILITIES MANAGEMENT SPECIFICATION

00 31 46 - 1 PERMITS

SECTION 00 31 46 1

PERMITS 2

PART 1 – GENERAL ............................................................................................................................................................................ 1 4

1.1. SUMMARY ..................................................................................................................................................................... 1 5

1.2. REFERENCES .................................................................................................................................................................. 1 6

1.3. GENERAL CONTRACTORS REQUIREMENTS ................................................................................................................... 1 7

PART 1 – GENERAL 9

1.1. SUMMARY 10

A. Each project has varying requirements for permits, inspections, and fees based on the scope, size, and location of the project. 11

B. The City of Madison (Owner) is subject to all permits, inspections and associated fees for construction, demolition, utility 12 connection, storm water management, and other similar requirements that may be required to complete the scope of work 13 associated with these contract documents. 14

C. The General Contractor (GC) shall be responsible for obtaining all permits, inspections and paying for all associated fees unless 15 specifically identified within this specification. 16

1.2. REFERENCES 18

A. The following references are not intended to be all inclusive. It shall be the GC’s responsibility to determine all requirements based 19 on the scope of work in the contract documents. 20

B. City of Madison Ordinances: Review all ordinances that may require a permit or fee that may be connected with a required permit. 21

Contact the following City Agencies to determine the exact requirements during bidding 22

1. Building Inspection 23

2. Zoning 24

3. Engineering 25

4. Water Utility 26

5. Traffic Engineering 27

6. Others as may be specified by the contract documents. 28

C. State Statutes 29

D. Other Regulatory Regulations 30

E. Other Agencies or companies that may have related requirements 31

1. Madison Metropolitan Sewerage District 32

2. Local gas and electric utility companies 33

3. Other utility companies 34

1.3. GENERAL CONTRACTORS REQUIREMENTS 36

A. The GC shall be responsible for all of the following: 37

1. Execute application for all required permits as may be required by the scope of work described within the contract documents. 38

2. Scheduling all required inspections that may be conditions of any required permits. 39

3. Paying for other permits not explicitly stated as excluded in this section. 40

B. The GC is not responsible for paying for the City Building, City HVAC, City Electrical, City Plumbing, Madison Fire Department Sprinkler 41 and Madison Fire Department Fire Alarm permits. 42

C. The GC shall provide high quality scanned images of all required permits and inspections and upload them to the Contract 43

Documents-Regulatory Documents Library on the Project Management Web Site. 44

END OF SECTION 46

00 43 25 - 1

SUBSTITUTION REQUEST FORM (DURING BIDDING)

SECTION 00 43 25 1

SUBSTITUTION REQUEST FORM (DURING BIDDING) 2

PART 1 – GENERAL ............................................................................................................................................................................ 1 4

1.1. SUMMARY ..................................................................................................................................................................... 1 5

PART 2 - EXECUTION ......................................................................................................................................................................... 1 6

2.1. REQUESTING A SUBSTITUTION DURING BIDDING ........................................................................................................ 1 7

2.2. SUBMISSION REVIEW .................................................................................................................................................... 1 8

2.3. SUBSTITUTION APPROVAL ............................................................................................................................................ 1 9

PART 1 – GENERAL 11

1.1. SUMMARY 12

A. The City of Madison uses a specific list of preferred products for various specification items to establish standards of quality, utility, 13 and appearance required. 14

B. The City of Madison will not allow substitutions for specified Products except as follows: 15

1. The Product is no longer produced or the product manufacturer is no longer in business. 16

2. The manufacturer has significantly changed performance data, product dimensions, or other such design criteria for the specified 17

Product(s). 18

3. Products specified by naming one or more Products or manufacturer’s and “or approved equal” or “approved equivalent.” 19

C. The procedures in this specification shall apply to all proposals by Contractors, Suppliers, Vendors, and Manufacturers when the 20 conditions described above have been met during the bidding phase. 21

PART 2 - EXECUTION 23

2.1. REQUESTING A SUBSTITUTION DURING BIDDING 24

A. In the event that a substitution is requested during the bidding phase the Contractor, Supplier, Vendor, or Manufacturer shall do all 25 of the following: 26

1. Submit a Substitution Request Form for each different product. Use a printed/scanned copy of the form at the end of this 27 specification as a cover sheet. 28

2. Support your request with complete data, drawings, specifications, performance data and samples as appropriate. A complete 29 submission shall include the following: 30

a. Substitution Request Form as a cover sheet 31

B. b Comparison of qualities of the proposed substitutions with that specified. 32

a. Changes required in other elements of the Work because of the substitution. 33

b. Effect on the construction schedule. 34

c. Cost data comparing the proposed substitution with the Product specified. 35

d. Any required license fees or royalties. 36

e. Availability of maintenance service and source of replacement materials. 37

2. Submit the Substitution Request Form and all required supporting documentation to the City Project Manager and Project 38

Architect. 39

a. Submissions to be done as complete PDF files for each product, appropriately titled 40

b. Email submissions to the Project Architect and City Project Manager at the email addresses provided on the last page of 41

Section D of the contract documents. 42

i. The subject line shall include the contract number and “Request for Substitution”. Example: Contract 1234 – Request for 43

Substitution 44

3. Submissions must be received by the substitution request deadline specified in Section A of the Contract Documents. 45

2.2. SUBMISSION REVIEW 47

A. The Project Architect, City Project Manager, members of the design team, and the Owners staff shall review all submissions for 48 substitutions during the bidding phase. 49

2.3. SUBSTITUTION APPROVAL 51

A. All requests for substitutions that have been approved shall be published by Addenda to the bid documents. 52

END OF SECTION 54

00 43 43 - 1

WAGE RATES FORM

SECTION 00 43 43 1

WAGE RATES FORM 2

PART 1 – GENERAL ............................................................................................................................................................................ 1 4

1.1. SUMMARY ..................................................................................................................................................................... 1 5

1.2. RELATED SPECIFICATIONS ............................................................................................................................................. 1 6

PART 2 - EXECUTION ......................................................................................................................................................................... 1 7

2.1. GENERAL REQUIREMENTS ............................................................................................................................................ 1 8

2.2. GENERAL CONTRACTORS RESPONSIBILITIES ................................................................................................................. 1 9

PART 1 – GENERAL 11

1.1. SUMMARY 12

A. The Reimbursable Hourly Worksheet is a contractor provided document that indicates the basic rate of pay, fringe benefits, and each 13 companies cost of required insurance for all Trades and Classifications that will be performing productive labor during the execution 14 of this contract. 15

1. Rates shall be similar to recognized rates published by the Bureau of Labor Statistics, Associated General Contractors (AGC), 16

Associated Builders and Contractors (ABC), appropriate union contracts, and other similar organizations or documents. 17

B. The Reimbursable Labor Rate Worksheet shall provide the basis for labor rates being used on Change Order Request forms. 18

1.2. RELATED SPECIFICATIONS 20

A. Section 01 26 57 Change Order Request 21

B. Section 01 29 76 Progress Payment Procedures 22

C. Section 01 31 23 Project Management Web Site (PMWS) 23

D. Section 01 32 19 Submittals Schedule 24

PART 2 - EXECUTION 26

2.1. GENERAL REQUIREMENTS 27

A. Prior to the Pre-Construction Meeting the City Project Manager (CPM) or the City Construction Manager (CCM) shall provide the GC a 28 copy of the Reimbursable Labor Rate Worksheet.xls. 29

1. See the last page of this specification for an example of the worksheet. 30

B. The GC shall provide all subcontractors that will be performing productive labor during the execution of this contract with additional 31 copies of the worksheet as needed. 32

C. All contractors shall be required to fill out and submit completed worksheets for all Trades and Classifications of labor that will be 33 performing productive labor during the execution of this contract. 34

2.2. GENERAL CONTRACTORS RESPONSIBILITIES 36

A. The GC shall consolidate all Trades and Classifications into one master Excel Workbook of all trades. 37

B. The GC shall provide the combined workbook as required by Specification 01 32 19 Submittals Schedule for review and approval by 38 the Owners Representatives. 39

1. Submittal shall be an Exported PDF of the completed Excel Workbook. 40

2. As an Exported PDF the individual worksheets will be bookmarked and the document will be word searchable for easy reference. 41

3. The GC shall only use the rates posted in the approved submittal throughout the execution of this contract. 42

00 43 43 - 2

WAGE RATES FORM

END OF SECTION 6

01 25 13 - 1 PRODUCT SUBSTITUTION PROCEDURES

SECTION 01 25 13 1

PRODUCT SUBSTITUTION PROCEDURES 2

PART 1 – GENERAL ............................................................................................................................................................................ 1 4

1.1. SUMMARY ..................................................................................................................................................................... 1 5

1.2. RELATED SPECIFICATIONS ............................................................................................................................................. 1 6

PART 2 – PRODUCTS ......................................................................................................................................................................... 1 7

2.1. SUBSTITUTION REQUEST FORM .................................................................................................................................... 1 8

PART 3 - EXECUTION ......................................................................................................................................................................... 1 9

3.1. REQUESTING A SUBSTITUTION DURING BIDDING ........................................................................................................ 1 10

3.2. REQUESTING A SUBSTITUTION AFTER AWARD OF CONTRACT ..................................................................................... 1 11

3.3. UNAUTHORIZED SUBSTITUTIONS.................................................................................................................................. 1 12

PART 1 – GENERAL 14

1.1. SUMMARY 15

A. The City of Madison uses a specific list of preferred products for various specification items to establish standards of quality, utility, 16 and appearance required. 17

B. The City of Madison will not allow substitutions for specified Products except as follows: 18

1. The Product is no longer produced or the product manufacturer is no longer in business. 19

2. The manufacturer has significantly changed performance data, product dimensions, or other such design criteria for the specified 20

Product(s). 21

3. Products specified by naming one or more Products or manufacturer’s and “or approved equal” or “approved equivalent.” 22

C. The City of Madison will not allow substitutions for specified Products as follows: 23

1. For Products specified by naming only one Product and manufacturer, no substitute product will be considered. 24

2. For Products specified by naming several Products or manufacturers select any one of the products or manufacturers named, 25 which complies with the specifications. No substitute product will be considered. 26

D. Request for substitutions from any party other than the General Contractor (GC) will not be accepted. 27

1.2. RELATED SPECIFICATIONS 29

A. Section 00 43 25 Substitution Request Form (During Bidding) 30

B. Section 01 26 13 Request for Information (RFI) 31

C. Section 01 31 23 Project Management Web Site (PMWS) 32

D. Section 01 33 23 Submittals 33

PART 2 – PRODUCTS 35

2.1. SUBSTITUTION REQUEST FORM 36

A. During bidding all contractors (General and Sub-contractors) and suppliers of materials or products shall reference Specification 37

Section 00 43 25 and provide a pdf copy of the Substitution Request form located at the end of that section with all required 38 attachments directly to the Project Architect. 39

B. After bidding only the GC shall submit a request and shall use the form located at the end of this specification and submit the request 40 on the Project Management Web Site. 41

PART 3 - EXECUTION 43

3.1. REQUESTING A SUBSTITUTION DURING BIDDING 44

A. In the event that a substitution is requested during the bidding phase the Contractor or Supplier shall meet the substitution request 45 deadline listed in the bidding documents. No substitution request will be considered during the bidding period after the stated 46 substitution request deadline. 47

B. See specification 00 43 25 Substitution Request Form (During Bidding). 48

3.2. REQUESTING A SUBSTITUTION AFTER AWARD OF CONTRACT 50

A. A substitution request will only be considered after award of contract if it meets the qualifying provisions as described above. 51

B. The GC shall submit a substitution request using the digital form on the Project Management Web Site. 52

C. Consulting Staff, Owner and Owners Representatives will review the request and provide the appropriate approvals and feed back to 53 the GC. 54

3.3. UNAUTHORIZED SUBSTITUTIONS 56

A. Any Contractor who substitutes products without proper authorization by the Owner and Architect will be required to immediately 57 remove and replace the product and all costs required to conform to the Contract Documents shall be borne by the General Prime 58

Contractor. 59

END OF SECTION 61

01 26 13 - 1 REQUEST FOR INFORMATION (RFI)

SECTION 01 26 13 1

REQUEST FOR INFORMATION (RFI) 2

PART 1 – GENERAL ............................................................................................................................................................................ 1 4

1.1. SUMMARY ..................................................................................................................................................................... 1 5

1.2. RELATED SPECIFICATIONS ............................................................................................................................................. 1 6

1.3. PERFORMANCE REQUIREMENTS .................................................................................................................................. 1 7

1.4. QUALITY ASSURANCE .................................................................................................................................................... 1 8

PART 2 – PRODUCTS ......................................................................................................................................................................... 1 9

2.1. REQUEST FOR INFORMATION FORM ............................................................................................................................ 1 10

PART 3 - EXECUTION ......................................................................................................................................................................... 1 11

3.1. CONTRACTOR INITIATED RFI ......................................................................................................................................... 1 12

3.2. RFI RESPONSES .............................................................................................................................................................. 1 13

3.3. COMMENCEMENT OF WORK RELATED TO AN RFI ........................................................................................................ 2 14

PART 1 – GENERAL 16

1.1. SUMMARY 17

A. Contractors shall use the RFI form/process to request additional information or clarification regarding the construction documents. 18

B. All RFI documentation will be processed through the through the Project Management Web Site (PMWS). 19

1.2. RELATED SPECIFICATIONS 21

A. Section 01 26 46 Construction Bulletin (CB) 22

B. Section 01 26 57 Change Order Request (COR) 23

C. Section 01 26 63 Change Order (CO) 24

D. Section 01 31 23 Project Management Web Site (PMWS) 25

E. Section 01 91 00 Commissioning 26

1.3. PERFORMANCE REQUIREMENTS 28

A. RFI issues initiated by any contractor shall be done through the General Contractor (GC). 29

1. RFIs submitted by any Sub-contractor under the GCs control shall be returned with no response. 30

B. Submit a new RFI for each issue. Only multiple questions that are of a similar nature may be combined into one RFI shall be allowed 31 and responded to. 32

1.4. QUALITY ASSURANCE 34

A. The GC shall be responsible for all of the following: 35

1. Ensure that any request for additional information is valid and the information being requested is not addressed in the 36 construction documents. 37

2. Ensure that all requests are clearly stated and the RFI form is completely filled out. 38

3. Ensure that all Work associated an RFI response is carried out as intended. 39

B. The Project Architect /Project Engineer (A/E PROJ MGR) shall be responsible for the following: 40

1. Ensure that all responses to contractor initiated RFIs are properly responded to in a timely fashion. 41

a. The CPM, Owner, consulting staff, and other City staff shall be responsible for the initial review of the RFI. The A/E PROJ MGR 42 shall be responsible for codifying all consultant and Owner/City staff comments into a unified RFI response. 43

PART 2 – PRODUCTS 45

2.1. REQUEST FOR INFORMATION FORM 46

A. The RFI form is located on the Project Management Web Site. 47

PART 3 - EXECUTION 49

3.1. CONTRACTOR INITIATED RFI 50

A. Immediately on discovery of the need for additional information or interpretation of the Contract Documents any contractor may 51 initiate an RFI for additional information or clarification through the GC. 52

B. The GC shall use the Project Management Web Site and completely fill out the form. 53

1. Thoroughly explain the issue at hand, provide backup information (photographs, sketches, drawings, data, etc.) as necessary, 54 and clearly state the question or problem that requires a resolution. Combine like or related issues but do not include multiple 55 issues on one form. 56

a. Example. If a duct interferes with other critical piping and electrical work include all issues into one RFI. 57

b. Example. If you have a question regarding the chiller and another regarding toilet partitions create separate RFIs. 58

3.2. RFI RESPONSES 60

A. Responses to simple RFI issues shall be completed within 5 working days of the RFI form being submitted. 61

01 26 13 - 2 REQUEST FOR INFORMATION (RFI)

B. Responses to more complex issues may require additional time or may require a Construction Bulletin to be published. The initial 1

RFI shall be responded to within 5 working days stating that the RFI is being reviewed and provide an estimated date for the 2 response. 3

C. The following GC generated RFIs will be returned without action: 4

1. Requests for approval of submittals 5

2. Requests for approval of substitutions 6

3. Requests for approval of Contractor’s means and methods. 7

4. Requests for coordination information already indicated in the Contract Documents. 8

5. Requests for adjustments in the Contract Time or the Contract Sum. 9

6. Requests for interpretation of A/E’s actions on submittals. 10

7. Incomplete RFI or inaccurately prepared RFI. 11

3.3. COMMENCEMENT OF WORK RELATED TO AN RFI 13

A. The GC shall only proceed with the Work of an RFI when additional information is not required. 14

B. The GC shall not proceed with any Work associated with an RFI while it is under review. 15

C. The GC shall not proceed with any Work associated with an RFI that clearly states a CB will be issued in response to the RFI. 16

D. The GC will be required to immediately remove and replace unauthorized Work and all costs required to conform to the Contract 17

Documents shall be borne by the GC. 18

END OF SECTION 20

01 26 46 - 1 CONSTRUCTION BULLETIN (CB)

SECTION 01 26 46 1

CONSTRUCTION BULLETIN (CB) 2

PART 1 – GENERAL ............................................................................................................................................................................ 1 4

1.1. SUMMARY ..................................................................................................................................................................... 1 5

1.2. RELATED SPECIFICATIONS ............................................................................................................................................. 1 6

1.3. PERFORMANCE REQUIREMENTS .................................................................................................................................. 1 7

1.4. QUALITY ASSURANCE .................................................................................................................................................... 1 8

PART 2 – PRODUCTS ......................................................................................................................................................................... 1 9

2.1. CONSTRUCTION BULLETIN FORM ................................................................................................................................. 1 10

PART 3 - EXECUTION ......................................................................................................................................................................... 2 11

3.1. WRITING THE CONSTRUCTION BULLETIN ..................................................................................................................... 2 12

3.2. EXECUTING THE CONSTRUCTION BULLETIN ................................................................................................................. 2 13

PART 1 – GENERAL 15

1.1. SUMMARY 16

A. Construction Bulletins (CB) are formal published construction documents that modify the original contract bid documents after 17 construction has commenced. CBs may be published for many reasons, including but not limited to the following: 18

1. Clarification of existing construction documents including specifications, plans, and details 19

2. Change in product or equipment 20

3. A response to a Request for Information 21

4. Change in scope of the contract as either an add or a deduct of work 22

B. CBs provide a higher degree of detail in response to a Request for Information (RFI) through directives, revised plans/details, and 23 specifications as necessary. 24

C. The CB may change the original contract documents through additions or deletions to the Work. 25

D. Where the directives of a CB are significant enough to warrant a Change Order Request (COR) the GC shall use all information 26 provided in the CB to assemble all required back-up documentation for additions and deletions of materials, labor and other related 27 contract costs for the COR. 28

E. All CB documentation will be processed through the Project Management Web Site (PMWS). 29

1.2. RELATED SPECIFICATIONS 31

A. Section 01 26 13 Request for Information (RFI) 32

B. Section 01 26 57 Change Order Request (COR) 33

C. Section 01 26 63 Change Order (CO) 34

D. Section 01 31 23 Project Management Web Site (PMWS) 35

E. Section 01 91 00 Commissioning 36

1.3. PERFORMANCE…