CITY OF MADISON

REQUEST FOR PROPOSALS

RFP #: 13008-0-2024-BG

Title: Rennebohm Park Spray Feature Design

City Agency: Parks

Due Date: Friday, February 16th, 2024, 2:00 PM CST

REQUEST FOR PROPOSALS RFP # 13008-0-2024-BG

Rev. 07/28/2016-RFP 13008-0-2024-BG.doc Page i

Table of Contents

1 NOTICE TO PROPOSERS

1.1 Summary

1.2 Important Dates

1.3 Format

1.4 Labeling

1.5 Delivery of Proposals

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 Proposals

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 Proposals

1.17 Withdrawal or Revision of Proposals

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 Proposers Responsibility

2 DESCRIPTION OF SERVICES/COMMODITIES

2.1 General Description of Project

2.2 Background

2.3 Scope of Services

2.4 Project Schedule

2.5 Responsibilities of the City of Madison Parks Division

2.6 General Design Deliverable Requirements

3 REQUIRED INFORMATION AND CONTENT OF PROPOSALS

3.1 Company Overview

3.2 Preliminary Concept Plans

3.3 Preliminary Concept Plans – Estimated Construction Costs

3.4 Consultant Cost Proposal

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: Spray Feature Locations Appendix A: Standard Terms & Conditions (For submission of bids/in the absence of signed contract) Appendix B: Sample Contract for Purchase of Services

RFP 13008-0-2024-BG.doc Page 1

1 NOTICE TO PROPOSERS

1.1 Summary

The City of Madison Parks (“City”) is soliciting Proposals from qualified vendors for Rennebohm Park Spray Feature Design. Vendors submitting Proposals (“Proposers”) are required to read this Request for Proposals (“RFP”) in its entirety and follow the instructions contained herein.

1.2 Important Dates

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

Issue Date: Thursday, January 18th, 2024 Questions Due Date: Friday, February 2nd, 2024

Answers Posted Date: Wednesday, February 7th, 2024 Due Date: Friday, February 16th, 2024, 2:00 PM CST

1.3 Format

Submit Technical and Cost Proposals (Form D) in separate, distinct parts within the proposal package.

Submit proposals electronically via email.

Electronic Proposal: One (1) complete copy. Cost and Technical Proposals should be separate files.

The City will not consider illegible Proposals.

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

Complete and return Forms A through E to City of Madison Purchasing Services by Friday, February 16th, 2024, 2:00 PM CST.

1.4 Labeling

All proposals must be clearly labeled:

Proposer’s Name and Address

RFP #: 13008-0-2024-BG

Title: Rennebohm Park Spray Feature Design Due: Friday, February 16th, 2024, 2:00 PM CST

All email correspondence must include RFP #13008-0-2024-BG in the subject line.

1.5 Delivery of Proposals

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

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

1.6 Appendix A: Standard Terms & Conditions

Proposers are responsible for reviewing Appendix A, the Standard Terms and Conditions, prior to submission of their Proposals. Appendix A applies to the submission of proposals and in the absence of a signed contract becomes part of the contract terms. Part I of Appendix A provides legal terms relevant mailto:bids@cityofmadison.com

RFP 13008-0-2024-BG.doc Page 2 only to the submission of proposals. 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

Proposers are responsible for reviewing Appendix B, Sample Contract, prior to submission of their Proposals. 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, Proposers 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 Proposals

Multiple Proposals from Proposers are permitted; however, each must fully conform to the requirements for submission. Proposers must sequentially label (e.g., Proposal #1, Proposal #2) and separately package each Proposal. Proposers may submit alternate pricing schemes without having to submit multiple Proposals.

1.10 City of Madison Contact Information

The City of Madison Parks Division is the procuring agency:

Adam Kaniewski City of Madison Parks Division

PH: (608) 261-4281

akaniewski@cityofmadison.com 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

RFP 13008-0-2024-BG.doc Page 3

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

FAX: (608) 266-5948

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

Proposers finding any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP document shall immediately notify the Buyer and request clarification. In the event that it is 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.

1.12 Addenda

In the event that it is necessary to provide additional clarification or revision to the RFP, the City will post addenda to its Proposals distribution websites – see 1.13 below. It is the Proposers 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.

1.13 Bid Distribution Networks

The City of Madison 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 Proposers responsibility to regularly monitor the bid distribution network for any such postings. Proposers 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.

State of Wisconsin VendorNet System:

State of Wisconsin and local agencies bid network. Registration is free.

http://vendornet.state.wi.us/vendornet mailto:bids@cityofmadison.com mailto:dcr@cityofmadison.com http://vendornet.state.wi.us/vendornet

RFP 13008-0-2024-BG.doc Page 4

DemandStar by Onvia: National bid network – Free subscription is available to access Proposals 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

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 RFP process. Such presentations, meetings or site visits will be at the Proposers expense.

1.16 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.

1.17 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 opening of Proposals.

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.

1.19 Public Records

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

RFP 13008-0-2024-BG.doc Page 5

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 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 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.

1.20 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, 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 Proposers 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-

RFP 13008-0-2024-BG.doc Page 6 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 Proposers 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.

RFP 13008-0-2024-BG.doc Page 7

2 DESCRIPTION OF SERVICES/COMMODITIES

2.1 General Description of Project

The City of Madison Parks Division will be developing a spray feature “sprayground” located within Rennebohm Park in the City of Madison. The spray area will be approximately 2,400 square feet, including buffer zones. The sprayground is to be constructed adjacent to and connected to the existing accessible playground. The City of Madison Parks Division is requesting proposals from Consultants for planning, design, and development of construction documents including construction oversight services.

2.2 Background

Rennebohm Park is a community park on the west side of Madison. The City of Madison Parks Division has budgeted to construct the Rennebohm Park spray feature “sprayground” in fall of 2024.

Two general location options have been identified as shown in Attachment A adjacent to the inclusive playground which was completed in 2023. The designs should only use ground sprays. However, simplified protruding spray feature(s) may be considered.

The design shall include only the splash pad and all supporting and ancillary facilities, such as pathway connections and utilities. The spray feature is intended to use a flow-through system. Flow-through systems that repurpose gray water will be considered.

The proposed locations are both within 300’ of the restroom shelter building. Design for shelter building renovations is underway with construction anticipated to occur in 2024. The shelter building may be used to house mechanicals, provided the mechanicals fit within the existing space. If space in the shelter building is not sufficient, outdoor housing for mechanicals may be proposed.

The City of Madison Parks Division will provide input and guidance during this process.

2.3 Scope of Services

PART 1 – CONCEPTUAL DEVELOPMENT

The Consultant will be responsible for the conceptual development of the plans. The consultant shall provide the following planning services:

1. The Consultant shall become familiar with the area and all work and documents that have been completed.

a. The City will provide the survey data collected prior to the construction of the inclusive playground and the design documents for the inclusive playground. Preliminary site information has been included in this RFP – See Attachment A.

b. Environmental Information: The City will provide soil boring information that was obtained for the inclusive playground project.

2. Preliminary concept plans

a. Preliminary concept plans will be developed by the Consultant and included in the response to this RFP. See Section 3.2 – Preliminary Concept Plans.

3. Revised concept plans

a. The City will provide feedback on the initial plans submitted in response to this RFP. The Consultant will provide up to two revised concept plans. All revised plans will provide the same, but updated, information and color renderings as the initial plans and be submitted via email. An additional fee will be negotiated for any additional concept plans requested by the City.

4. Meeting Attendance: The Consultant shall attend, at a minimum, the following meetings with the City of Madison Parks Division, and shall provide appropriate handouts and/or display materials

RFP 13008-0-2024-BG.doc Page 8 for these meetings. The Consultant shall be required to take meeting minutes at these meetings.

All meetings will be held virtually via the City of Madison Parks Division Zoom account.

a. One project kick-off meeting with City of Madison Parks Staff

b. Two progress meetings with City of Madison Parks Staff

PART 2 – CONSTRUCTION DOCUMENTS

The Consultant will be responsible for providing the following services as part of the construction document phase.

1. The Consultant shall be required to develop all applicable plans and specifications necessary for construction of the spray feature, supporting systems, and ancillary facilities and for submittal of all applicable permits and approvals. The Consultant shall design the spray feature and supporting systems as defined in this Scope of Services. The City will be purchasing the spray feature equipment components directly from the equipment manufacturer. The construction contractor will be installing the equipment. The Consultant shall be responsible for coordinating with the equipment manufacturer on the design and preparation of plans and specifications.

a. Design services shall include but not be limited to the following:

i. Site Plan Layout

ii. Earthwork, Grading and Erosion control

iii. Spray feature mechanicals, including independent housing if necessary

iv. Utility design (water, stormwater, electrical) for all components

v. Site amenities

vi. Construction details

b. Consultant shall provide review plans to the City at approximately 60%, 90%, 100% complete and final bidding construction documents. The 90% review plans shall include both plans and specifications. The City of Madison Parks Division will provide comments, which are to be incorporated into subsequent review sets. At each review submittal stage, the Consultant shall provide proposal quantities for bidding purposes and include a revised estimate of construction costs in Excel format. Plans shall be prepared in strict compliance with all local and state codes, ordinances, laws and policies, and in accordance with City of Madison Public Works Contracts. City of Madison Parks Staff will assist with coordinating with other City of Madison agencies during the design process.

c. Drawings shall be produced at a readable scale. The stamped and signed plan sheets will be provided in .pdf format to the City for their use in the bidding process. The plans shall be suitable for building the project. Plans shall be scalable at 11 x 17 size.

Additionally, all applicable CAD files in .dwg or .dxf format shall be transmitted to the City.

d. Consultant shall become familiar with the City of Madison Standard Specifications for

Public Works Construction, and shall reference the Standard Specifications as appropriate in the Special Provisions. The final Special Provisions shall be provided to the City in the form of an electronic Microsoft Word file. For examples on City of Madison Public Works Contracts visit:

http://www.cityofmadison.com/business/pw/contracts/bidResults.cfm. For the latest edition of the City of Madison Standard Specifications for Public Works Construction visit.

http://www.cityofmadison.com/business/pw/specs.cfm

e. The Consultant shall provide the final construction plans sealed by a Professional

Engineer, as appropriate, registered in the State of Wisconsin, and suitable for bidding the project and obtaining any necessary permits to construct the project.

2. The Consultant shall advise on and provide materials for all necessary permits and approvals to meet state, federal, and local code requirements in a timely manner to meet project milestones, http://www.cityofmadison.com/business/pw/specs.cfm

RFP 13008-0-2024-BG.doc Page 9 including the possibility of utilizing gray water from the flow-through system for use in community garden. Submittal deadlines for this project are not included in project milestones and are the responsibility of the Consultant to provide materials in a timely fashion to the City for submission for approvals that do not delay construction. The City will submit all application materials and applicable fees. It is expected that the Consultant will work with all applicable agencies as necessary throughout the design process to ensure that the proposed design will ultimately be permitted.

3. The Consultant shall develop the proposal page, including all bid quantities.

4. The Consultant shall answer bidders’ inquires when requested by the City of Madison and issue addenda as necessary.

5. The Consultant shall review received bids and provide a recommendation for acceptance.

6. Meeting Attendance: Consultant shall attend at a minimum the following meetings with the City.

All meetings will be held virtually via the City of Madison Parks Division Zoom account.

a. Three progress meetings with City of Madison Parks staff at 60%, 90%, and 100% complete

PART 3 – CONSTRUCTION ADMINISTRATION

The Consultant will be responsible for providing the following services as part of the construction administration phase.

1. The Consultant shall review contractor product submittals relating to the projects and respond to contractor and City inquiries during construction.

2. The Consultant shall provide weekly site visits during construction to observe the work as well as additional site visits as necessary to observe construction milestones. Construction updates shall be provided to the City via email, as necessary. The Consultant shall provide an adequate number of competent, properly trained personnel with sufficient supervision to provide the required services at all times.

3. The Consultant shall perform a site walk through and submit a punch list of items that need to be corrected by the contractor prior to completion of the project.

4. Meeting Attendance: Consultant shall attend at a minimum the following meetings with the City.

The City will coordinate dates and locations for the meetings.

a. Pre-construction meeting

b. Punch list walk through

2.4 Project Schedule

Conceptual Development: March 2024 Construction Documents: April-May 2024 Bidding and Contract Approval: May-August 2024 Construction: TBD*

*Construction timing dependent upon numerous factors and will be determined during the design process

RFP 13008-0-2024-BG.doc Page 10

2.5 Responsibilities of the City of Madison Parks Division

1. Assembly of bid package and development of front end of contract specifications.

2. Provide existing site information such as survey documents and soil borings.

3. Uploading bidding documents to the BidExpress website.

4. Executing the public works bidding process including advertising to bid, pre-qualifying bidders, affirmative action review of bids, bid opening, and bid acceptance.

5. The City of Madison Parks Division shall be the sole responder to any questions from the public, media, council persons, and other interested parties about this project.

2.6 General Design Deliverable Requirements

The Consultant shall understand that all documents and data transmitted to the City, become the property of the City of Madison, along with all rights to use, copy, and distribute these documents and this data, now and in the future.

All design drawings shall be transmitted in both .pdf and CAD (.dwg or .dxf) format.

All submittals shall be accompanied by a cover letter dated and signed by the Consultant. The cover letter shall be to the attention of the Project Manager, contain the project name, a list of files being transmitted, a description of the data contained in each file, and a statement conveying full rights to the City for the use of the data being transmitted.

All digital text data shall be submitted in a format compatible with Microsoft Office 2016. All design data shall be in “Dane County Coordinates” (Wisconsin Coordinate Reference Systems – Dane Zone), NAD83 (2007) horizontal datum, U.S. Survey foot. All digital data shall be readily compatible with the City’s software, which is currently AutoCAD Civil 3D 2022.

RFP 13008-0-2024-BG.doc Page 11

3 REQUIRED INFORMATION AND CONTENT OF PROPOSALS

3.1 Company Overview

Provide a brief overview of the company. Include the qualifications of relevant staff that will be working on the project and identify a project lead. Provide at least three relevant project references, including client contact information.

3.2 Preliminary Concept Plans

The Consultant shall provide one preliminary concept plan for each of the two location options identified as shown in Attachment A. The concept plans shall include considerations of:

• Topography and slope

• Views and vistas (positive and negative)

• Existing drainage features and patterns

• Soils and bedrock

• Predominant summer wind direction and overspray adjacent to inclusive playground surfacing

• Existing trees

• Potential pedestrian circulation linkages

• Relationship to existing park facilities

• Utility locations and modifications needed

• ADA compliance

• Stormwater requirements

• Long term maintenance and operations considerations

• Potential use of existing building for housing of mechanicals

• Cost: The City has budgeted $300,000 for the design and construction of this spray feature.

Preliminary concept plans shall include the following information:

• Layout, function and design

• Proposed spray feature products and product line information

• Estimated mechanical needs, including size of water supply and drainage

• Amenities (seating, signage, donor recognition opportunities, etc.)

A color rendering of each preliminary concept plan shall be provided.

3.3 Preliminary Concept Plans – Estimated Construction Costs

Provide a preliminary opinion of probable construction costs (POPC) for each preliminary concept plan.

The POPC shall account for all project elements necessary for completion of the project.

3.4 Consultant Cost Proposal

Cost proposal for the scope of services defined in Section 2.3 of this RFP.

• Conceptual Development

• Construction Documents

• Construction Administration

3.5 Evaluation Criteria

The City of Madison Parks will review and evaluate all responses. Recommendations for contract awards will be based on multiple factors, each factor being assigned a point value based on its importance. The following criteria will be used in evaluating proposals:

RFP 13008-0-2024-BG.doc Page 12

• Project team qualifications and relevant project experience(20%)

• Number of spray features (15%)

• Spray feature product line’s design flexibility and number of options (10%)

• Proposal addresses design guidelines and specifications (20%)

• Cost Consideration (30%)

• Local Preference (5%)

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

Form A: Signature Affidavit

RFP #: 13008-0-2024-BG Rennebohm Park Spray Feature Design

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

RFP #: 13008-0-2024-BG Rennebohm Park Spray Feature Design

This form must be returned with your response.

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: Spray Feature Locations N/A

Appendix A: Standard Terms & Conditions N/A

Appendix B: Contract for Purchase of Services N/A

Addendum #

Addendum #

Addendum #

Addendum #

VENDOR NAME

COMPANY NAME

Form C: Vendor Profile

RFP #:

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 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/affirmative-action-plan/vendors-suppliers

CONTACT NAME TITLE

TELEPHONE NUMBER EMAIL

ADDRESS CITY STATE ZIP

ORDERS/BILLING CONTACT

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

CONTACT NAME TITLE

TELEPHONE NUMBER EMAIL

ADDRESS CITY STATE ZIP

CHECK ONLY ONE:

Yes, we are a local vendor and have registered on the City of Madison website under the following category:

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

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.

https://www.cityofmadison.com/finance/purchasing/local-businesses/register-business/ fndocs Cross-Out

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

Form D: Cost Proposal

RFP #: 13008-0-2024-BG Rennebohm Park Spray Feature Design

This form must be returned with your response.

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.

Part 1 Please submit a price based on each objective/phase listed below.

Description Cost as described in Section 2.3

Conceptual Development

Construction Documents

Construction Administration

GRAND TOTAL

Part 2 Please attach a list of positions and the hourly billing rate of anyone anticipated to work on this project.

Use the below as a guide as to how it should be organized.

Employee Classification Hourly Rate

COMPANY NAME

ORGANIZATION/COMPANY NAME

Form E: References

RFP #:

This form must be returned with your response.

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

ORGANIZATION/COMPANY NAME PROJECT MANAGER

TELEPHONE NUMBER EMAIL

PROJECT START DATE PROJECT END DATE

PROJECT DESCRIPTION

REFERENCE #2 – CLIENT INFORMATION

ORGANIZATION/COMPANY NAME PROJECT MANAGER

TELEPHONE NUMBER EMAIL

PROJECT START DATE PROJECT END DATE

PROJECT DESCRIPTION

REFERENCE #3 – CLIENT INFORMATION

ORGANIZATION/COMPANY NAME PROJECT MANAGER

TELEPHONE NUMBER EMAIL

PROJECT START DATE PROJECT END DATE

PROJECT DESCRIPTION

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4216 132C2 33" 100C1 33"

80C1 33"

ATTACHMENT A

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SPRAY FEATURE

LOCATION OPTION 1

~2,400 SF WET/DRY

AREA

SPRAY FEATURE LOCATION OPTION 2

~2,400 SF WET/DRY AREA

Graphical Scale

0 N

City of Madison Department of Public Works

PARKS DIVISION

DATEITEM

PUBLIC WORKS PROJECT #:

SHEET NUMBER:

SHEET TITLE:

Although every effort has been made in preparing these plans and checking them for accuracy, the contractor and subcontractors must check all details and dimensions of their trade and be responsible for the same.

330 E. Lakeside St.

Madison, WI 53715

M:\Maps\parks\Rennebohm\SplashPad\Rennebohm Splash Pad.dwg

RENNEBOHM PARK

SPRAY FEATURE

115 N EAU CLAIRE

AVE

RFP 13008-0-2024-BG

DRAWN BY: AK 01-08-2024

40'RENNEBOHM PARK

SHELTER

BASKETBALL

COURT

ICE RINK

INCLUSIVE PLAYGROUND

(INSTALLED 2023)

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PROJECT:

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PROJECT ADDRESS:

STC 02.24.2022.docx Page 1

CITY OF MADISON

1. General. Throughout this document, "City of Madison," "City" and "Purchasing" shall be synonymous and mean the City of Madison. The words "bid" and "proposal" are synonymous, as are the words "bidder," "proposer" and "contractor." The phrases "request for proposal," "invitation for bids," "request," "invitation," and "solicitation" shall also be synonymous.

As applied to the winning or selected bidder, the words "bid," "proposal," and "contract" are synonymous.

2. Entire Agreement, Order of Precedence. These standard terms and conditions shall apply to any Purchase Order issued as a result of this Request for Bid/Proposal, except where expressly stated otherwise in the RFP or in a written instrument covering this purchase signed by an authorized representative of the City and the Contractor, in a form approved by the City Attorney (a “Separate Contract”). If such a separate contract is executed it shall constitute the entire agreement and no other terms and conditions, whether oral or written, shall be effective or binding unless expressly agreed to in writing by the City.

If a Separate Contract is not executed, these Standard Terms and Conditions, the City’s request for proposals, the version of the vendor’s bid that was accepted by the City, and the City’s Purchase Order (if any) shall constitute a contract and will be the entire agreement.

Order of Precedence: If there is a conflict between this Section A and any terms in the vendor’s accepted bid or proposal, this Section A shall control unless the parties expressly agree to another order of precedence, in writing. If there is a conflict between this Section A and a Separate Contract, the terms and conditions of the Separate Contract shall control.

I. TERMS FOR SUBMISSION OF BIDS: The following section applies to the bid/selection process only.

3. This invitation for bids does not commit the City to award a contract, pay any costs incurred in preparation of bids, or to procure or contract for services or equipment. The City may require the bidder to participate in negotiation and to submit such additional price or technical or other revisions to his or her bids as may result from negotiation. The bidder shall be responsible for all costs incurred as part of his or her participation in the pre-award process.

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 are determined to be in the best interests of the City. Further, the City makes no representations that a contract will be awarded to any offeror 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 rejections(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.

4. Addenda. Changes affecting the specifications will be made by addenda. Changes may include, or result in, a postponement in the bid due date. Bidders are required to complete the Bidder Response Sheet, acknowledging receipt of all parts of the bid, including al l addenda.

5. Price Proposal. All bidders are required to identify the proposed manufacturer and model, and to indicate the proposed delivery time on the attached Proposal Form. Failure to do so may cause the bid to be considered not responsive. If desired, the bidder may include product literature and specifications. The price quoted will remain firm throughout each contract period. Any price increase proposed shall be submitted sixty (60) calendar days prior to subsequent contract periods and shall be limited to fully documented cost increases to the bidder which are demonstrated to be industry-wide.

6. Price Inclusion. The price quoted in any bid shall include all items of labor, materials, tools, equipment, and other costs necessary to ful ly complete the furnishing and delivery of equipment or services pursuant to the specifications attached thereof. Any items omitted from the specifications which are clearly necessary for the completion of the project shall be considered a portion of the specifications although not directly specified or called for in these specifications.

7. Pricing and Discount.

a. Unit prices shown on the bid/proposal or contract shall be the price per unit of sale (e.g., gal., cs., doz., ea., etc.) as stated on the bid/proposal or contract. For any given item, the quantity multiplied by the unit price shall establish the extended price. If an apparent mistake exists in the extended price, the unit price shall govern in the bid/proposal evaluation and contract administration.

b. In determination of award, discounts for early payment will only be considered when all other conditions are equal. Early payment is defined as payment within fifteen (15) days providing the discount terms are deemed favorable. All payment terms must allow the option of Net 30.

8. F.O.B. Destination Freight Prepaid. Bid prices must include all handling, transportation and insurance charges. Failure to bid FOB Destination Freight Prepaid may disqualify your bid.

9. Award.

a. The City will have sole discretion as to the methodology used in making the award. Where none is specified, the award will be made to the lowest responsible bidder in compliance with the specifications and requirements of this solicitation.

b. The right is reserved to make a separate award of each item, group of items or all items, and to make an award in whole or in part, whichever is deemed in the best interest of the City.

10. Responsiveness and Responsibility. Award will be made to the responsible and responsive bidder whose bid is most advantageous to the City with price and other factors considered. For the purposes of this project, responsiveness is defined as the bidder’s conformance to the requirements of the solicitation. Being not responsive includes the failure to furnish information requested.

Responsibility is defined as the bidder’s potential ability to perform successfully under the terms of the proposed contract. Briefly, a responsible bidder has adequate financial resources or the ability to obtain said resources; can comply with required delivery taking into

Appendix B

STC 02.24.2022.docx Page 2 account other business commitments; has a satisfactory performance record; has a satisfactory record of integrity and business ethics; and has the necessary organization, experience and technical skills.

The City reserves the right to refuse to accept any bid from any person, firm or corporation that is in arrears or is in default to the City, or has failed to perform faithfully any previous contract with the City. If requested, the bidder must present within five (5) working days evidence satisfactory to the City of performance ability and possession of necessary facilities, financial resources, adequate insurance, and any other resources required to determine the bidder’s ability to comply with the terms of this solicitation document.

11. Cancellation.

a. The City reserves the right to cancel this bid, in whole or in part, at any time for any reason. The City may, in its sole discretion and without any reason, cancel or terminate any contract or purchase order awarded as a result of this bid, in whole or in part, without penalty, by providing ten (10) days written notice thereof to the contractor.

a. In the event the Bidder shall default in any of the covenants, agreements, commitments, or conditions and any such default shall continue unremedied for a period of ten (10) days after written notice to the Bidder, the City may, at its option and in addition to all other rights and remedies which it may have, terminate the Agreement and all rights of the Bidder under the Agreement.

b. Failure to maintain the required certificates of insurance, permits, licenses and bonds will be cause for contract termination. If the Bidder fails to maintain and keep in force the insurance, if required, the City shall have the right to cancel and terminate the contract without notice.

II. CONDITIONS OF PURCHASE: The following section applies to purchases/contracts after the award. See Paragraphs 1 & 2 for applicability and order of precedence.

12. Specifications.

a. All bidders must be in compliance with all specifications and any drawings provided with this solicitation. Exceptions taken to these specifications must be noted on your bid.

b. When specific manufacturer and model numbers are used, they are to establish a design, type, construction, quality, functional capability and/or performance level desired. When alternates are bid/proposed, they must be identified by manufacturer, stock number, and the bidder/proposer is responsible for providing sufficient information to establish equivalency. The City shall be the sole judge of equivalency. Bidders are cautioned to avoid bidding alternates which do not meet specifications, which may result in rejection of their bid/proposal.

13. Regulatory Compliance.

a. Seller represents and warrants that the goods or services furnished hereunder, including all labels, packages, and container for said goods, comply with all applicable standards, rules and regulations in effect under the requirements of all Federal, State and local laws, rules and regulations as applicable, including the Occupational Safety and Health Act (OSHA), as amended, with respect to design, manufacture or use for their intended purpose of said goods or services. Seller shall furnish Material Safety Data Sheets (MSDS) whenever applicable.

b. If it is determined by the City that such standards are not met, the seller agrees to bear all costs required to meet the minimum standards as stated above for the equipment/products furnished under this contract.

14. Warranty. Unless otherwise specifically stated by the bidder, products shall be warranted against defects by the bidder for ninety (90) days from the date of receipt. If bidder or manufacturer offers warranty that exceeds 90 days, such warranty shall prevail.

15. Ownership of Printing Materials. All artwork, camera-ready copy, negative, dies, photos and similar materials used to produce a printing job shall become the property of the City. Any furnished materials shall remain the property of the City. Failure to meet this requirement will disqualify your bid.

16. Item Return Policy. Bidder will be required to accept return of products ordered in error for up to twenty-one (21) calendar days from date of receipt, with the City paying only the…